CONTRACTS & GRANTS PROCESS AT A RESEARCH UNIVERSITY FSU ALUMNI CENTER MAY 7, 2015 Post Award Processes Angie Rowe Associate Director – Sponsored Research Administration

Agenda Post Award Activities Principal Investigator's (PI) Responsibilities Compliance Regulations Budget & Expenditure Monitoring Collaboration with Other Researchers at other institutions Cost Sharing Award Closeout 2

Post Award Activities Award documents have been executed  Signed by appropriate institution official Award is to the Institution, not the PI Budget number assigned  Cost sharing expenditure accounting Research can begin  Adhere to scope of work  Collaboration/subcontracting to other individuals/institutions  Status reports  Technical reports Payments will be held if not submitted timely 3

Post Award Activities Spending occurs  Plan ahead to meet deadlines  Personnel – Human Resources policies and procedures  Non Personnel – Purchasing/Travel/Subcontract/Non PO policies and procedures  Central Offices have role in reviewing allowability of expenditures  90 days prior to award end New funding increment? Request extension if needed/allowed Notify university grants officer in accordance with timelines established Billing/Collecting from agencies (central office responsibility) Financial reporting to agencies (central office responsibility) Amendments (SOW & Budgetary)  Contracting Officer for grantor and grantee 4

Principal Investigator Responsibilities Understand agency rules/guidelines/restrictions Conduct work timely/professionally Comply with terms & conditions of award Ensure expenditures benefit the project and are in compliance with award Monitor budget vs. expenditure over life of project Ensure commitments are met including cost share requirements  Obligations in proposals 2 months of PI’s effort/15% of PI time Must be met whether paid from award or not 5

Compliance Requirements Federal  New Uniform Guidance effective December 26, 2014  Effective for new awards/increments (some exceptions)  OMB Circulars applicable to University A-21 A-110 A-133  Compliance Criteria “Cost Principles” Direct Costs (personnel, lab supplies, travel)  Reasonable  Allocable  Consistent treatment of costs  Conform to limitations or exclusions Facilities & Administrative (F&A) Costs – aka indirect/overhead  Negotiated rate with Feds applied to direct costs  Agency specific requirements  Terms and Conditions in award 6

Compliance Requirements Non Federal  Terms and Conditions rule!! University policies and procedures Hot button issues frequently cited in audits  Cost transfers onto or between projects – do it right the first time!  Expenditures late in the project – using up available balance  Cost share accounting/reporting  Effort reporting processes  Charging costs normally considered F&A directly to projects  Allocation of costs, especially computers and equipment  Burn rate – rate of spending on the project in relation to the time period of the award  Foreign travel 7

Budget & Expenditure Monitoring Award is to the University…however PI responsible for ensuring expenditures benefit the project  Timing of when personnel need to be appointed  Timing of when supplies will be used  Collaboration with subcontractor in accordance with SOW Periodic budget vs. actuals reports  Ensure anticipated expenditures are charged to project  Review for accuracy of expenditures that post to project  Rate of expenditures reasonable for pace of research progress 8

Collaboration with Other Researchers University governing policy and procedure Often included in proposal  Institution approval vs. researcher Participates in research vs. provider of goods/services  Subrecipient vs. Vendor Starts with pre award Standard agreement  Incorporates Federal requirements when appropriate 9

Cost Sharing Costs not borne by the sponsor Costs must meet “cost principles”  Directly benefit the project Types allowed:  Personnel  Non Personnel  Unrecovered Overhead (with agency approval)  3rd party Included in proposal must account for cost share expenditures  Reporting may be required Cost share amount NOT met may reduce award amount proportionately 10

Award Closeout SOW complete and final reports submitted Expenditures are complete:  All charges incurred during project period are posted Avoid late cost transfers Avoid late cost transfers  Charges posted allowable Subcontractor  SOW complete  Final invoice processed timely Effort reported for amount of time expended on project Commitments met Funded or not funded by award Funded or not funded by award 11

QUESTIONS 12