1. Slide 1 Outgoing Subawards Financial Process Tips

2. Slide 2 Agenda After today’s presentation you will be able to: Provide accurate and complete budgets Complete the financial information on infosheets correctly Understand the subaward internal order (96) and purchase order process related to carry over, fixed price/fee budgets Multiple/large projects and studies Process SPPO invoices and goods receipts effectively

3. Slide 3 Subaward Budgets: Overview For Federally funded grants, departments should request and keep on file the subsite’s negotiated federal rate agreement Check budget totals and subtotals Provide details for categories such as travel and supplies Sites are paid based on the budget (Fixed fee vs Cost Reimbursement) Budget should reflect entire amount awarded for entire budget period (i.e. 2 yrs for foundations)

4. Slide 4 Subaward Budgets: Carryover JHU carry over vs Subsite carry over and the FSR If the only money provided is carryover: infosheet required If new money and carry over provided: budget for new money only & infosheet required Allow time for final invoice before submitting carry over paperwork The Agreement vs the Purchase Order The infosheet: Additional Details - Financial 4. Does this subaward include any funding carried over from a previous budget year? yes If the answer is yes, how much? $1,352.25 $ is being carried over from what year (mm/dd/yyyy)? August 1, 2014 – July 31, 2015 $ is being carried over into what year (mm/dd/yyyy)? August 1, 2015 – July 31, 2016

5. Slide 5 Subaward Budgets: Fixed Fee/Price For large clinical trials/multi site grants, reach out to Subs Director at time of grant application Agreement payment language will mirror budget (start up fees, per subject, per visit, per sample language) Fixed Fee vs Fixed Price Complete clinical trial section of infosheet even if site is being paid as cost reimbursement or if that data will help clarify SOW/budget

6. Slide 6 Subaward Budgets: Fixed Fee/Price The infosheet: Additional Details – Study Related (PER VISIT PAYMENT) 3. Will the subsite be conducting a clinical trial? yes; Is the protocol “investigator initiated”? yes How many total patients is the site expected to recruit? n/a If patient total is unknown, is there an enrollment cap? If yes, what is the cap? 10 per site, 40 entire study; PI may approve more if site needs it Is there a minimum? yes If yes, what is the minimum? 1 Will the site be paid a per-patient amount? yes If yes, how much? $8,500 per patient based on visits and procedures, see budget Will the site be paid any startup/IRB costs? yes If yes, how much? $1000 for IRB Will the site be paid for a patient’s partial completion of the trial? yes If yes, how much? Based on visit/procedure performed If yes, define partial completion? Based on visit/procedure performed Is payment contingent upon submission of case report forms or other data? yes If yes, will the site still have to submit invoices? yes If yes, does the site submit CRF’s before or at the same time as invoices? before

7. Slide 7 Subaward Budgets: Fixed Fee/Price Subsite: X, Sub PI: Y Clinical Trial Protocol 123-456 “The Children Are Our Future” IRB Fee: $1,000 Per patient max: $8,500 Enrollment: 1 month MRI: max $500 Procedure ab: $1,000 Procedure cd: $1,000 6 month MRI: max $500 12 month MRI: max $500 Procedure ab: $1,000 Procedure cd: $1,000 24 month MRI: max $500 Procedure ab: $1,000 Procedure cd: $1,000 36 month MRI: max $500

8. Slide 8 Subaward Budgets: Fixed Fee/Price The infosheet: Additional Details – Study Related (PER SUBJECT/SAMPLE PAYMENT) 3. Will the subsite be conducting a clinical trial? yes; Is the protocol “investigator initiated”? yes How many total patients is the site expected to recruit? 5 If patient total is unknown, is there an enrollment cap? If yes, what is the cap? 5 per site, 20 entire study; PI may approve more if site needs it Is there a minimum? yes If yes, what is the minimum? 1 Will the site be paid a per-patient amount? yes If yes, how much? $5000 per patient Will the site be paid any startup/IRB costs? no If yes, how much? n/a Will the site be paid for a patient’s partial completion of the trial? yes If yes, how much? $2500 If yes, define partial completion? Consented but not randomized Is payment contingent upon submission of case report forms or other data? yes If yes, will the site still have to submit invoices? yes If yes, does the site submit CRF’s before or at the same time as invoices? before

9. Slide 9 Subaward Budgets: Fixed Fee/Price Subsite: X, Sub PI: Y Clinical Trial Protocol 123-456 “The Children Are Our Future” Payment upon consent: $2,500 per subject Payment upon randomization: $2,500 per subject Total per patient payment: $5,000

10. Slide 10 Subaward Accounts: 96/PO The subs group establishes all 96s and SPPO’s for SOM (including those under gift/800 accounts) The department moves the JHU F&A onto the correct GL under the 96 Multiple projects under the same site: multiple 96/PO, only one JHU F&A charge The department adds money to the 96 each time the PO needs to be updated before the request is sent to the subs group Cost Reimbursement vs Fixed Fee/Price Carry over/reduction agreements do not reflect on the PO When the final invoice is submitted, send request to close PO to ORASUBCONTRACTS@jhmi.edu. (Termination Agreement needed if budget period is still valid) ORASUBCONTRACTS@jhmi.edu

11. Slide 11 Subaward Payments: Invoice/Goods Receipts The department financial contact and PI review and approve the invoice per the Audits checklist http://finance.jhu.edu/depts/frc/sub_risk_rating.html Check ME23n for which lines of the PO have available money (Cost Reimbursement budgets) Email Subs group to add money to the PO for total cost of invoice (Fixed Fee/Price) Include how you want invoices split in the email to AP Verify invoice posted correctly in ME23n, contact AP for correction Complete Goods Receipt via Central Receiving (not ECC inbox) AFTER invoice is posted, not BEFORE The Subs Director can reverse GR’s done via ECC inbox, the department can reverse GR’s done via Central Receiving

12. Slide 12 Conclusion When in doubt reach out to the Subs Director for help on how to create your budget… All account set ups for subawards or outgoing gift account awards are done by the subs group… Check ME23n before paying or confirming an invoice to ensure accuracy… For any concerns or questions contact the Subs Director or ORASUBCONTRACTS@jhmi.edu and someone will be in touch… ORASUBCONTRACTS@jhmi.edu