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After the Award is Made…THEN WHAT? Melinda Nelson Chief Grants Management Officer National Institute of Arthritis and Musculoskeletal and Skin Diseases,

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Presentation on theme: "After the Award is Made…THEN WHAT? Melinda Nelson Chief Grants Management Officer National Institute of Arthritis and Musculoskeletal and Skin Diseases,"— Presentation transcript:

1 After the Award is Made…THEN WHAT? Melinda Nelson Chief Grants Management Officer National Institute of Arthritis and Musculoskeletal and Skin Diseases, NIH JUNE 2012

2 After the Award: From a Grants Management Perspective…

3 Topics of Discussion Notice of Award (NoA) Progress Report  SNAP (Streamlined Non-competing Award Process)  Non-SNAP (categorical) Federal Financial Report (including Financial Status Report info) Carryovers & Offsets Prior Approvals (including change of grantee institution)

4 Topics of Discussion (continued) Requests for additional funding  Revision application (competing)  Administrative supplement Closeout  The process Questions

5 Notice of Award (NoA) What is the Notice of Award letter? What are the components of the NoA letter? Grantee acceptance of award

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7 What is the Notice of Award letter? Legally Binding Document  Identifies grant number, grantee, PI  Establishes funding level, support period  Sets forth terms and conditions  Includes NIH Contact Information for assigned Program Director & Grants Management Specialist  ed to the grantee-provided address  Available in Commons Status

8 1 R01 AR A1 1 R01 AR A1 Application Type Activity Code Institute Code Serial Number Support Year Extension 1 = new 2 = renewal 3 = supplement 5 = non- competing competing continuation continuation R = Research project P = Program project or Center or Center T = Training (institutional) (institutional) F = Fellowship (individual) (individual) K = Career Development Development U = Cooperative agreement agreement AA = NIAAA AG = NIA AI = NIAID AR = NIAMS AT = NCCAM CA = NCI DA = NIDA DC = NIDCD DE = NIDCR DK = NIDDK EB = NIBIB ES = NIEHS EY = NEI GM = NIGMS HD = NICHD HG = NHGRI HL = NHLBI LM = NLM MD = NIMHD MH = NIMH NR = NINR NS = NINDS TR = NCATS TW = FIC Unique, up to six digits Years of Continuous Funding A1 = resubmission Decoding Your NIH Grant Number

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10 NoA Section I: Award Data & Fiscal Information  Summary totals for current and future years  Fiscal year of award  Indicates whether an unobligated balance has been applied to the award amount  Cofunding by another NIH Institute/Center or Office NoA Section II: info about:  Grant Payment Information  OIG Hotline Information  Other terms/info that apply to all awards Components of the NoA

11 Components of the NoA (continued) NoA Section III: Terms & Conditions Standard terms, by reference: Grant program legislation and regulations Restrictions on the expenditure of funds in appropriation acts 45 CFR 74 or 92 as applicable NIH Grants Policy Statement

12 Components of the NoA (continued) NoA Section III: Terms & Conditions Dependent on award characteristics…. Federal Demonstration Partnership institutions noted Carryover - automatic or prior approval Included/excluded from Streamlined Noncompeting Award Process (SNAP) Phase III Clinical Trials (when applicable) ClinicalTrials.gov

13 Components of the NoA (continued) NoA Section III: Terms & Conditions Requirements for DUNS # and CCR registration Transparency Act Multi-Year Funded Public Access Closeout term (when applicable) Co-funding (when applicable) Program Income

14 Components of the NoA (continued) NoA Section IV: IC Special Terms and Conditions Cooperative Agreement Restrictive terms Information items Staff Contact Information Spreadsheet Summary

15 Grantee Acceptance The grantee indicates acceptance of the terms and conditions of the award by drawing down funds from the Payment Management System

16 Progress Reports SNAP or Non-SNAP Elements of a Progress Report How to submit When to submit

17 Key Elements of the Progress Report Face Page (Non-SNAP) Budget and justification (Non-SNAP) Biosketch Other Support (Non-SNAP) Progress Report Summary Checklist page (Non-SNAP) All Personnel Report

18 SNAP Progress Reports - Administrative & Fiscal Requirements Grants Policy Statement, Streamlined Non-Competing Award Process gps_ch8.htm#_Toc Detailed budgets not required Federal Financial Report due at end of competing segment THREE RESPONSES:

19 1. Has there been change in the other support of senior/key personnel since the last reporting period? Provide complete other support only if active support has changed for the PI and key personnel, or new senior/key personnel are added 2. Will there be, in the next budget period, a significant change in the level of effort for the PD/PI or other personnel designated on the Notice of Grant Award from what was approved for this project? Describe any significant change (25% or greater reduction) in the level of effort of key personnel named in the Notice of Award 3. Is it anticipated that an estimated unobligated balance (including prior year carryover) will be greater than 25% of the current year’s total budget? Explain why there is a balance, (including prior year carryovers), > 25% of the current year’s total budget and how you plan to use the funds

20 Non-SNAP Progress Reports - Administrative and Fiscal Requirements Submit complete non-competing continuation application (PHS 2590)  Detailed budget, justification, and updated other support, IRB and IACUC if appropriate  Address unobligated balance > 25% Total Costs as commitment base Annual Federal Financial Report (electronic submission)

21 Non-SNAP Progress Reports - Administrative and Fiscal Requirements… Face Page  Correct contact information  Human Subjects/Animals FWAs/Assurances IRB/IACUC dates Education Certification for new personnel Budget Page  At Committed Level  Written justification Updated Other Support – Key Personnel NAMED in NoA Checklist page

22 How to submit a SNAP Progress Report Electronically via eRA Commons, 45 days before next budget start date Commons-registered institutions and PIs:  Have access to due date information through the Commons Status system (electronic submission for SNAP)  Have access to pre-populated face pages via Status  eRA Commons Website: https://commons.era.nih.gov/commons/index.jsp

23 How to submit a Non-SNAP Progress Report Hard copy to centralized mailing address, two months before next budget start date: Division of Extramural Activities Support, OER, NIH 6705 Rockledge Drive, Room 2207, MSC 7987 Bethesda, M.D Bethesda, M.D (courier/express) Telephone: (301)

24 What Not to Submit with the Non- Competing Progress Reports Carryover requests Requests for supplemental funding Requests for additional time to the final budget and project period These are administrative actions that need to be addressed separately.

25 What Can Delay the Award Process? Missing information for Key Personnel Out-of-date IRB/IACUC approvals Lack of population data for clinical trials Lack of or slow response to GMS/PO inquiries

26 What Can Delay the Award Process? (continued) Info sent without identification - always include grant number Missing endorsement of an Authorized Organization Representative (AOR) Budgets with inadequate justification Other Support for an individual that exceeds 12 CM (100%)

27 Timeliness All grantees have access to a searchable list of due progress reports at: Two separate progress report reminders ed to the PI  Two months prior to the due date  Two weeks after the due date for overdue reports

28 Federal Financial Report (including Financial Status Report info) OMB has consolidated the Financial Status Report (FSR or SF-269/SF-269A) and the Federal Cash Transaction Report (FCTR or SF-272/SF-272A)… Into a single form known as the Federal Financial Report (FFR or SF-425/SF-425A)

29 Federal Financial Report (continued) Beginning 2/1/2011 NIH implemented the expenditure data portion (i.e., FSR info) of the FFR Annual FFR due 90 days after the end of calendar quarter in which the budget period ends Final FFRs due 90 days after the project period end FSR info under expenditure data of FFR. Only cumulative data reported on FFR In the eRA Commons ( Federal Cash Transaction Reporting completed in Payment Management System on the FFR using cash transaction data elements)

30 Federal Financial Report (continued) Expenditure data and cash transaction data on the final FFR must reconcile MUST BE SUBMITTED BEFORE CARRYOVER REQUESTS ARE CONSIDERED Grant might not be processed if a prior year FFR has not been submitted to and accepted by NIH Grants Policy Statement, Financial Reports _ch8.htm#_Toc

31 Carryover/Offset – What’s the Difference? Carryover increases the approved budget authorization using prior year funds A carryover is a “$0” transaction on the NoA but the current approved budget is increased An offset “partially pays” the current year’s grant with funds from a prior year – no increased budget authorization An offset decreases the amount of the award

32 Requesting a Carryover… You must have an UNOBLIGATED BALANCE reported on a FFR  Funds awarded in one year but not spent  Carried forward from one budget period to another  Requires a written request from the grantee including a detailed budget page and budget justification  Justification requires a rationale for why funds were not spent in the year in which they were awarded and how they will be spent in the next year.  Justification must be tied to the scientific aims of the project

33 Carryover reflected on NoA ($50k TC carryover; original award of $250k TC)

34 Offset Unobligated funds used to “partially pay” the current fiscal year budget period When a grant is offset:  The approved budget DOES NOT increase or decrease  The total federal award amount DECREASES the current fiscal year’s dollars  May use an offset due to large unexplained unobligated balances or when the need for funds changes (such as a post-doc slot on a training grant going unfilled)

35 Offset reflected on NoA ($50K TC offset; $250K TC approved)

36 Prior Approval Certain post-award actions require the prior approval of the NIH Grants Management Officer NIH Grants Policy Statement, Prior Approval Requirements: gps_ch8.htm#prior_approval_requirements

37 Prior Approval Actions requiring NIH Prior Approval:  Change in scope  No-Cost Extensions beyond first extension  Change of Key Personnel named in NoA  Change of grantee institution  Pre-award costs more than 90 days  Addition of a foreign component  Carryover of unobligated balances  Undertaking activities restricted as a term of award

38 Prior Approval Change in scope:  Grantee makes initial determination of significance of a change, consulting the Grants Management Specialist as needed.  The following items may indicate a change in scope: Change in aims Significant rebudgeting (deviation between categories of more than 25% of total awarded costs) Change in use of animals or humans Significant change in key personnel Shift in research emphasis Application of new technology Refer to NIH Grants Policy Statement for further information

39 Prior Approval Change in status, including absence, of PD/PI and other Senior/Key Personnel named in NoA:  Grantee must notify NIH if individual will: Reduce his/her time by 25% or more of effort level approved at time of award Withdraw from the project Be absent for 3 or more months This is only for key personnel named in the NoA, NOT for key personnel designated in the application (our key not yours)

40 Prior Approval Change in status, including absence, of PD/PI and other Senior/Key Personnel named in NoA (continued) :  Prior approval must be from NIH for the replacement of the PI  Request should include: Justification for the change Biographical sketch of the individual proposed Other sources of support Budget changes resulting from the change Human Subject Education Certification (if applicable)

41 Prior Approval Change of Grantee Institution (Transfer)  Grants Policy Statement, Change of Grantee Organization ch8.htm#_Toc Original grantee must complete:  Relinquishing Statement  Final Federal Financial Report and Final Invention Statement

42 Relinquishing Statement PHS 3734 An ESTIMATE of amount relinquished Do not include carryover (unobligated balance from prior years)

43 Prior Approval/Transfer Proposed new grantee must complete: Application w/ face page Budget (current and future years) based on Direct Costs committed/relinquished Updated biosketches for PD/PI and senior/key personnel (existing and proposed new) Updated resources statement Progress report (for transfer on anniversary date) Statement whether research plans/aims have changed from original submission New IRB/IACUCs List of equipment purchased with grant funds to transfer to new organization

44 Prior Approval /Transfer Trouble spots?  The PI is moving… TOMORROW (or MOVED A MONTH AGO) !!!  The PI is relocating to WHERE?  Establishing consortium  Relinquishing Statement delays  Equipment  Final Federal Financial Report from original grantee

45 Prior Approval All requests for prior approval must be:  Submitted in writing or via – include complete grant number, PI name and contact information, grantee name  Submitted to the awarding IC’s Grants Management Specialist no later than 30 days before the proposed change  Signed by the AOR  Only responses to prior approval requests signed by the GMO are valid

46 Requests for additional funding: Revision Application (Type 3) (formerly a competing supplement) Supports an expansion in scope of the research Peer-reviewed and council review Standard application dates at:

47 Requests for additional funding: Administrative Supplement To meet increased costs within the original scope of the research Provide funds for unanticipated costs not included in competitive application Provide funds for special populations to enter or re-enter biomedical research Requires prior approval Limited $/requires exceptional justification

48 Administrative Supplement – New - Electronic Submission Administrative Supplements to Existing NIH Grants and Cooperative Agreements, PA February 8, For grants with activity codes that have transitioned to electronic submission using the SF424 (R&R) application forms, requests may be submitted electronically through grants.gov Other activity codes still use paper-based PHS398 application forms

49 Closeout: Final Reports Final Progress Report Final Invention Statement Final Federal Financial Report (FFR) Failure to submit timely and accurate closeout reports may affect future funding! 90-day requirement is a term and condition of NIH grant awards

50 RESOURCE WEB LINKS Office of Extramural Research Grants Home Page: NIH Grants Policy Statement (10/11): NIH Guide: PHS 398 Application (form pgs are PDF-fillable): PHS2590 Progress Report (form pgs are PDF-fillable):

51 RESOURCES & WEB LINKS Listing of NIH Chief Grants Management Officers Salary Cap Summary (FY 1990 – FY2012) NRSA Stipends, Tuition/Fees and Other Budgetary Levels Effective for Fiscal Year 2012 (grad student max = 0 level) 033.html NIH Grants Policy

52 Questions??


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