1. Post-Award Grant Administration Presented by: Sponsored Program Accounting Updated: Fiscal Year 2014

2. Overview Functions of Sponsored Program Accounting Life Cycle of a Grant (Post-Award) Proactive Approach to Managing Grants & Contracts Questions and Answers

3. Post-award administration of grants and contracts (5XXXXX) Gift Accounts (2XXXXX), Research Stim (103XXX), & Research Incentives (1047XX) AU set-up, billing and collection, financial reporting, close-out Processing of expenditures (salary and non-salary) Ensure compliance with OMB Circulars A-21, A-110 & A-133 Sub-recipient monitoring Effort certification for Lakeside Campus Submission and negotiation of FB rates & F&A rates Survey completion / federal data collection Annual audit coordination: A-133 & program-specific Functions of Sponsored Program Accounting

4. Life Cycle of a Grant Stages in Grant Administration (Post-Award)

5. AU Set Up – Post Award Ensure ORS has an executed copy of the notice of award Prepare the post-award budget with ORS Review AU set-up package received from ORS Assign attributes and create AU in Lawson Email notification of new AU number and forms Signature Form Security Access Form SPA PI & Department

6. SPA AU Set Up – Pre Award PI & Department Complete the Advanced Account Authorization Form (AAAF) Guarantee AU Approval Requirements Submission to ORS Follow-up with sponsor on status of executed agreement Absorb any expenses incurred if the grant does not come through Review AAAF & AU set-up Review correspondence from sponsor Monitor spending levels Extension of 90 day guarantee period Update AU attributes once award received

7. Basic Costs Considerations Allowable Allocable – assignable, direct benefit Reasonable – prudent person test Consistent – direct vs. indirect expense Expenditure Processing

8. Submission of payroll forms for salary expenses Initiate check requisitions, expense reimbursements, pro- card transactions, POs, etc. Monthly review of all charges Preparation of cost transfer forms Re-budgeting requests Timely submission of cost share supporting documentation, where applicable Review payroll forms and process retroactive adjustments Review non-salary expenses Email monthly reports Process cost transfers & re- budgets Expenditure Processing SPA PI & Department

9. Billing and Collection SPA PI & Department Review charges monthly to avoid incorrect billing Completion of required progress/scientific reports Preparation of invoices for clinical trials Preparation of invoices Payment Type Expenses in General Ledger Drawdown of federal funds (NIH, NSF, DOED, etc.) Follow-up on aging invoices and outstanding scheduled payments

10. Final review of expenditures Submission of payroll forms to stop salary charges Preparation of cost transfer forms for non-salary costs Clear commitments / POs Resolution of overdraft or unused funds NCE / Continuation Funding Coordinate extension with ORS Submit AAAF Emailed notification of approaching end dates Final review of charges on grant to ensure compliance Process salary adjustments and non-salary cost transfers Refund unspent funds AU Close-Out SPA PI & Department

11. Completion of scientific and technical reports, invention statements and other programmatic reports Preparation of carryover request (if approval required) Carryover Letter Carryover Budget Preparation of ALL financial reports Federal Financial Report (FFR) Award-specific Quarterly cash reconciliation Report of Expenditures Audit Requirements Program-specific A-133 audit Reporting Requirements SPA PI & Department

12. Proactive Approach to Managing Grants Set-up pre-award AUs and continuous follow-up on award notice Review monthly expenditure reports and communicate corrections to SPA as soon as possible Timely revision of payroll forms to avoid overdraft, out-of-period expenses and cost transfers over 90 days Watch for grant end dates (continuation, AAAF or close-outs) Close all AUs that have ended, are fully spent or are not needed

13. SPA Website SPA Website – www.luc.edu/spa/index.shtmlwww.luc.edu/spa/index.shtml Policies and Procedures Electronic Forms OMB Circulars: A-21, A-110, A-133 Rates

14. Questions?