1. Sponsored Programs at Penn
Post Award Foundations

2. Foundations Foundational Concepts Carryover Authority
Dictates how multi-year funding is awarded
Streamlined Competing Award Process (SNAP)
Dictates when NIH Financial Reports are filed
Revenue Recognition
How we invoice and paid for expenses on sponsored awards
Receivables
Indicates what has been billed and not billed to the sponsor
Monitoring Receivables
Shared responsibility between central and schools

3. Carryover Authority Carryover Authority
Review the Notice of Award to ensure what level of carryover authority Penn has on the award
Automatic Carryover generally on R, K, and P01 awards
Carryover not automatic on U, T, other P awards
If carryover is automatic then the fund number will be retained throughout the life of the competitive segment
If carryover is not automatic then a new fund number will be issued for each award
The above is true for all sponsored projects – not just NIH. If carryover is automatic the fund number is will be retained. If not automatic – a new fund will be issued. Knowing your carryover authority will dictate how your award is managed throughout its lifespan

4. SNAP Streamlined Non-Competing Award Process
Dictates when Financial Reports are filed for NIH awards
If covered by SNAP the FFR will be filed by at the end of the competitive segment.
An award must have automatic carryover authority if it is under SNAP

5. Carryover & SNAP Examples
Award w/ Automatic Carryover and SNAP
Award w/o Automatic Carryover or SNAP
Fund is retained throughout the segment and the FFR filed at the end of year 5
Fund number changes each year and a FFR is filed each year

6. Revenue Recognition
Penn’s entitlement to be reimbursed by the sponsor for the allowable expenditures of the grant – or – how we get paid
Under normal circumstances an equal dollar of revenue is recognized for every dollar of allowable expense. In the below example all object codes are allowable to charge revenue
Systematic controls limit revenue from being recognized over the award amount and on unallowable object codes. In the below example object code 5214 (Entertainment) is unallowable

7. Grant Receivables Object Codes
Object Code 1222 – Unbilled AR
Shows the amount of unbilled revenue on a fund
This amount will change over time depending on the spending rate and invoicing terms on an award
Object Code 1220 – Billed AR
Shows the amount of revenue billed to the sponsor for a specific fund
When invoices are processed by ORS all unbilled revenue under O/C 1222 will transfer to O/C 1220
O/C 1220 represents what we are owed by the sponsor
Object Code 2630 – Deferred Revenue
Represents the cash balance on the award – not the award balance.
If a sponsor pays Penn in advance the cash is applied to 2630
As the fund is expended the balance on O/C 2630 decreases

8. Grant Receivables Object Codes
In the below example Penn has invoiced and is owed $6, while we have yet to invoice for $4, while total cash received is $112,289.88
In the below example Penn has received $1,108, from the sponsor and has spent $758, leaving a balance of $349, under O/C 2630

9. Department Invoicing
Requests for Payments can be generated by the department in certain circumstances
Clinical Trials
Programmatic Reports that request payment
Sponsor Invoicing site accessed by department
If the department issues any request for payment a copy of that invoice should be sent to the below listserv with the fund number noted in the and/or subject line
This will ensure that Penn has the proper receivable amount charged to the fund and facilitate quicker application of payments once received

10. Monitoring Accounts Receivable
Central Offices and Departments have a shared responsibility to review open receivables
If you are concerned about any AR issues you should reach out to your Post Award contact to confirm if any collection efforts have started
Perelman School of Medicine Collections are completed by
Danielle DiIanni: /
All non-PSOM Collections are completed by
Gokila Venkateswaran: /
ORS is also responsible for collections efforts for the following sponsors regardless of school or center
Children’s Hospital of Philadelphia
Fox Chase Cancer Center
School District of Philadelphia
National Space Biomedical Research