Award Appropriation 101: Dollars and Sense Stephanie Logaras Associate Grants Officer Office for Sponsored Research Andrew Mark Grants Assistant Office for Sponsored Research OSR Quarterly Network Tuesday, May 7 th

What types of awards do we receive? Awards – Grants – Cooperative Agreements – Contracts – Subawards Fixed Price & Cost-Reimbursable Unilateral vs. Bilateral

Award Received! Connect award to proposal record – If no proposal record exists, one must be created Review and evaluate award terms and conditions Negotiation and revisions with sponsor (as applicable) OSR endorses award & obtains counter-signature when necessary

Award Received – As Proposed Awarded as Proposed – Most straightforward scenario No changes to funding amount, effort, personnel, scope of work – Accurate proposal record expedites award set-up Detailed internal budget InfoEd PD record closeout Confirm primary department is correct

Award Received – With Changes Budget Reduction – Evaluate scope of work and effort – Prorate or provide revised budget – Consider subcontracts – Communication with sponsor (and prior approval) may be required for certain changes

Redistributed Chart Strings Proposal Stage – Proposal Routing Form – If awarded, will this project require multiple chart strings? Award Stage – Internal budgets provided to OSR – Include split & departments involved – Multiple subprojects take more time – Actively track on subprojects in other units

Pre-Appropriation Requirements Human subjects? – IRB approval Animal subjects? – ACUC approval FCOI? – If policy is applicable – FASIS COI Status is confirmed – Delays due to pending status

OSR Award Set-Up Process (New) OSR receives award GO / Info Team - Review and identify proposal record GA - Data entry in InfoEd GO – Reviews and approves in InfoEd Info Team - QA checks & interface with NUFinancials GA - Data entry in NUFinancials GA - Generates PAS & sends award mailing Info Team – Final QA check

Project Account Summary (PAS) InfoEd NUFinancials PAS Summary of useful award information PI & department administrators should carefully review PAS and award notice – Important award terms and conditions – Reporting (technical, financial)

Sample PAS

Outyear Funding Tickler – Internal system for annual appropriation of awards fully funded at outset – Data entry for all years pre-entered in Year 1 expedites set-up – FDP/RTC auto-extensions – No award document included w/ PAS If applicable, check for current approvals/compliance

Outyear Funding Other Anticipated Funding – New document from the sponsor for anticipated, additional funding Non-competing continuation Amendment Award modification – Award document included with PAS If applicable, check for current approvals/compliance

OSR Award Set-Up Process (Outyear) Outyear trigger (e.g., tickler) GA - Data entry in InfoEd Info Team - QA checks GA - Data entry in NUFinancials GA - Generates PAS & sends award mailing Info Team – Final QA check

Outyear Considerations Communicate with OSR regarding changes requiring prior sponsor approval – Change in key personnel, effort (greater than 25%), scope of work Ongoing Compliance – IRB, ACUC, FCOI Unexpected delays in amendments – Consider prespending Carry-forward balance limitations Unanticipated funding – Record must be created in InfoEd

OSR Roles and Responsibilities Grants Officer (GO) – Primary POC – Review & Negotiation – Information QA check Grants Assistant (GA) – Data Entry in InfoEd and NUFinancials – PAS and Award Mailings Info Team – System integrations – Data QA check Contracting Team – Review & Negotiation

Questions? Stephanie Logaras Andrew Mark