NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC What is the Role of a DRA… Department Research Administrator Understanding Your Role Pre Award Best Practices Post Award Management The Day-to-Day of your Grant Portfolio Getting to know your Post Award Central Office Compliance When to flip your Compliance Hat Allowable vs. Unallowable NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC What is the Role of a DRA? NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC What is the Role of a DRA? The DRA is one of the most important players in Research Administration Operations NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Understanding Your Role Successful DRA’s: Understand their value to the organization Understand their limitations Determine their strengths Identify their weaknesses NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Pre-Award The Departmental Research Administrator (DRA) assists and advises the PI (Principal Investigator) in Pre-award activities in accordance with: Sponsor’s terms and conditions Applicable regulations Institutional policies NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Pre-Award DRAs are the primary interface with the scientific staff members that are responsible for sponsored project conduct.  On-the-Ground ~ an important understanding of issues a central administrator may not or cannot know.  Their importance doesn’t eliminate the challenges & hurdles associated with successfully completing task, especially when there is a one person office. NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Best Practices Department Research Administrators Group meetings are essential to the future growth of any organization. Your institution’s first line of defense for compliance. Assets to cultivate, develop and maintain NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Best Practices Award Monitoring Review of expenditures in a timely fashion Cost Transfers Allowable, allocable and reasonable Cost Share Commitments Overspending/Under-spending Increasing/Decreasing Effort of Key Personnel Equipment Purchases Training, training, training! NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Best Practices Sub-Recipient Monitoring Overseeing all work with sub-recipient Regular follow-up meetings with PI and sub PI to review project timeline Terms of the sub-award including termination for non-performance and audit Allowable and allocable to the subcontract Payment/invoicing terms of the subcontract Carry-forward Foreign sub-recipients & negotiated F&A rates NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Best Practices Time & Effort Reporting Systems in use for verifying effort Direct working knowledge of the work being done on the research projects Certification should be done in a timely manner Changes must reflect the actual work being done NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Post Award Management NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Intimate Knowledge of your Grant Portfolio Who are my sponsors Federal, State, City, Foundations and other. Familiarity with governing circulars OMB Circular A-21 OMB Circular A-110 OMB Circular A-133 Federal NIH, NIHMI, DHHS NSF USDEduc NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Do you have a Back-up system? Create a tracking system Validation Forecasting Keep separate copies Effort Reports Invoices Account Reconciliations NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Be Proactive Due Dates Back-up Front end Salary Reallocations Understanding Your Financial Systems Utilization of offered training Utilization of offered system reports Technology is your friend, Embrace it! NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Getting to Know your Post Award Central Office Who is your Liaison? Get to know THEIR duties Know what THEY need from YOU Respect DUE DATES Building Relationships Reach out Request Meetings/Trainings Invite them to your “house!” NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Getting to Know your Post Award Central Office Ask and you Shall Receive Award Documents Manual or System generated invoicing Reporting Payments Go-To-Person Reliable back-up Turn-around-time Uninterrupted productivity NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Cost Transfers Cost Center Reports Training Self Auditing Effort Reporting NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Best Practices After-the-Fact Effort Reporting Effort Reallocations - - processed prior to reports issuance 1st Hand knowledge of the work being done on the research projects Certification should be done in a timely manner Changes must reflect the actual work performed NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Best Practices Respect Deadlines Be Proactive Cost Center Reconciliations Networking Take advantage of Training Opportunities Education is paramount Self Formal NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Compliance NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

When to Flip your Compliance Hat Identifying Red Flags Major Purchases towards the end of the project Equipment Computer Irregularity in Budget Variations Comp vs. Non comp The 25% rule Cost transfer beyond.....the 90 day Period Understanding your polices and regulation Getting it right, the 1st time NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

When to Flip your Compliance Hat Identifying Red Flags Effort Reporting Changes Who is certifying effort Significant reallocations of effort Key Personnel salary/effort variations The 25% rule Administrative Duties Travel Domestic vs. Foreign Per diem vs. Actual receipts NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Allowable vs. Un-Allowable Administrative Salaries Case#1: Working on multiple Grants/Projects with Departmental duties Answer: Allowable vs. Un-Allowable Case#2: Working on one Grant only with no Departmental duties NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Allowable vs. Un-Allowable Office Supplies Case#1: Purchasing Office Supplies under a single project of the lab Answer: Allowable vs. Un-Allowable Case#2: Purchasing Office Supplies to one specific grant/project where multiple sponsored and non sponsored projects run simultaneously NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Allowable vs. Un-Allowable Travel Case#1: Budgeted Conference, standard room, no view of the city Answer: Allowable vs. Un-Allowable Case#2: Budgeted Conference, Presidential Suite, free mini bar, hot tub and amazing view of the city NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

Allowable vs. Un-Allowable Computer Equipment Case#1: Budgeted computer equipment of $2,500, four small purchases for iPads Answer: Allowable vs. Un-Allowable Case#2: One budgeted laptop, cost $2,500 NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Best Practices Review Sub-Recipients Audits Effort Reporting Invoices Request Back-up Audit Trails Friend or Foe? Conflict of Interest NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC Best Practices Budget, Budget, Budget Trust but Verify Review your NOA Stay up-to-date New & Old Compliance Regulations Check with your Post Award Liaison Is it worth it? How do you want your Name in a Headline? NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC