1. Life Cycle of an Award

2. Start to Finish Idea Proposal Award Post Award Closeout

3. Idea  Where do I find funding opportunities?  Who do I talk to about my idea?  When is it appropriate to contact the sponsor with my idea?  What do I do with my idea?

4. Finding Funding  Office of Research and Economic Development (ORED)  Dr. Teresa Gammill: tgammill@research.msstate.edu or 662.325.3570 tgammill@research.msstate.edu  ORED website: www.research.msstate.edu www.research.msstate.edu

5. Finding Funding cont…  ORED Responsibilities for Sponsored Projects Limited Submissions Responsible Conduct of Research (RCR) training Research Seminar Series and Videos Funding Opportunities

6. Finding Funding cont…  Who to talk to about your idea: Department Head ORED Sponsor Agency Program Officer (especially if idea is unsolicited)

7. Contacting the Sponsor  Program Officers can advise you in the following areas: Sponsor’s potential interest in your research area Potential application areas/topics Appropriate FOA (funding opportunity announcement) through which to apply Topics of interest/new scientific directions of Investigator-initiated research

8. Contacting the Sponsor cont…  Additional information such as applications or program announcements  Special requirements (IRB, IACUC, etc…)  Study section to request in your cover letter

9. Program Officer Do’s and Dont’s  Don’t Contact PO just to “chat” Call cold-call unless your question is very simple or you need confirmation of guideline requirements Pester them

10. Program Officer Do’s and Don’ts  Do Most importantly, do your homework Be as specific as possible in your request When in doubt, ask!

11. What do I do now?  Take advice from program officer and find specific FOA, RFP, etc…in which to apply  Read and understand guidelines and application package  Give guidelines and application package to business manager  Discuss application with Department Head

12. Proposal  When do I notify my administrator of an upcoming proposal?  What is the deadline for getting my proposal package to my administrator for submission?  How is my proposal submitted?  Who has signature authority?  What happens after my administrator receives my completed proposal package?  When will I find out if my proposal was awarded?

13. When and Why to Contact your SPAdmin Administrator  As Soon As Possible!!!  Send important paperwork (RFP, emails from Program Officers, etc…)  Big deadlines require help of entire office

14. Suggested Proposal Timeline  10 Days Prior to Submission Deadline Send RFP to SPAdmin Administrator, your business manager and Dean/Director for review  5 Days Prior to Submission Deadline Send budget & budget justification to SPAdmin Administrator, your business manager and Dean/Director for review Start Routing IAS  3 days Prior to Submission Deadline Send FINAL Proposal to SPAdmin for review and submission (http://www.policies.msstate.edu/policypdfs/7001.pdf )http://www.policies.msstate.edu/policypdfs/7001.pdf

15. Submission Portals  Grants.gov Many sponsors use this portal Will be sent in Adobe Package Download from www.grants.govwww.grants.gov Very important to send package early  Fastlane NSF submission portal Goes straight to NSF User friendly

16. Submission Portals cont….  Cayuse 424 System to system submission portal that goes straight to sponsor SPAdmin will train on how to use Penny French: pfrench@spa.msstate.edu 325-2490pfrench@spa.msstate.edu  Individual sponsor portals (email, etc…) Check guidelines for submission information Can require extra copies as well

17. Signature Authority  Jennifer Easley, Director, Sponsored Programs Administration  PI does not have signature authority  Document available to show signature authority if needed by sponsor

18. SPAdmin Review Procedure  SPAdmin Proposal Review Check salaries, budget and budget justification Review and check total package for errors Call or send email about needed corrections Double check with PI/department that proposal is ready to be submitted Send confirmation emails to PI from sponsor as received

19. When Will I Know?  Sponsors differ in ways PI’s are notified of award  May not always get denial notification  Could take up to 6 months or longer  If you receive an award… Send to SPAdmin ASAP Also send copy to your business manager Make sure all special approvals received (IRB, IACUC, etc…)

20. Award  What happens when SPAdmin receives my award?  When do I need to get my Compliance approvals?  What happens when SPAdmin tells me that the award is being negotiated?  What happens after the award is signed and accepted by MSU?

21. SPAdmin Has My Award  What will SPAdmin do with my award? Read through and make sure no changes are needed May need to negotiate terms with sponsor (send to legal,etc…) Make sure all attachments and forms received with award

22. Compliance Approvals  IRB, IACUC, Security, Biohazard Safety, etc…(http://orc.msstate.edu/)http://orc.msstate.edu/  Office of Research Security (http://ors.msstate.edu )http://ors.msstate.edu  Need to get approvals at time that you know the award is coming  Can hold up award and PAR cannot be issued until approvals received  SPAdmin cannot award a project until all approvals have been received

23. What Do You Mean “Negotiate”?  SPAdmin must make sure that all language is acceptable to MSU in order to protect MSU and the PI  Cannot accept some terms such as governing law in another state  Will talk to sponsor about removing or changing such clauses  Could possibly take a while depending on sponsor

24. My Award is Signed! Now What?  SPAdmin will put together the award package (IAS, revised budget, award, proposal, approvals)  Awards in Banner and prints cover sheet for package  Sends to SPAcctg for fund set up

25. Post-Award SPAcctg.  When will I receive a fund number for my new award?  What is a cost share fund?  What is a child fund?  Who pays the bills?

26. I Need a Fund Number  SPAdmin will send award to SPAcctg to set up fund number  SPAcctg will check award  Any questions go back to SPAdmin or department for clarification  May take up to 2 weeks to get fund number

27. Fund Number cont….  Can set up PAR (preliminary account request) Must fill out PAR form on SPAdmin website (http://spa.msstate.edu/pdf/PAR.pdf)http://spa.msstate.edu/pdf/PAR.pdf Must attach budget and have signed by PI, Department Head and Dean Can get PAR if there is a guarantee of funding from sponsor Cannot get PAR unless all special approvals received (IRB, IACUC, etc…)

28. Cost Share Fund  Set up when actual cost share required by sponsor or mentioned in proposal by PI  Fund starts with 80 and mirrors the last 4 numbers of the 30 fund  Captures actual cost share accrued on project  Must be captured during the current fiscal year

29. Child Funds  Fund set up to separate part of Parent fund for different or same department  Has own budget  Usually requested at time of proposal on IAS  Set up when Parent fund awarded  Can request Child fund on award later during project using Child Fund form (http://spa.msstate.edu/forms/pdfs/ReqforChil dFund.pdf)http://spa.msstate.edu/forms/pdfs/ReqforChil dFund.pdf

30. How the Money Comes from Sponsor  SPAcctg processes most invoices to the sponsor according to the terms of the award (monthly, quarterly, etc…)  SPAcctg makes draw downs from feds, invoices State and private sponsors  Department sometimes invoices  SPAcctg houses collections person that collects past due invoices  Sent to Legal for collection after certain time period

31. Post-Award SPAdmin.  PI change  No Cost Extension  Budget revision  All prior approvals  Transfers

32. Award Closeout  What happens when my grant/contract ends?  What happens if I overspend on my fund or I charge items to the fund?  Who sends the final reports?  What if my fund has a balance (positive or negative) at the end of the project?  What happens to the equipment I purchased for my project?  What happens if my reports are late?

33. My Project is Completed  Sponsor will ask for close-out information Final reports Invention Statement Equipment SPAdmin. coordinates information  SPAcctg will contact you for final expenses Make sure all expenses are in correct category on correct project All cost share has been accounted for

34. Final Reports  SPAcctg – Final invoice and financial report  PI – Final technical report  SPAdmin – invention and equipment

35. Fund Balance  If award is cost reimbursable: Remaining funds are deobligated back to sponsor  If award is fixed price: Residual balance at end of project after University recovers 100% F&A  Any waived F&A up to federally negotiated rate will be recovered  If less than $100, transfer residual to department’s designated residual fund

36. Fund Balance cont… Exceeds $100, SPAcctg sends email to budget manager/PI requesting Certification of Expenditures (COE) identifying which fund to transfer residual balance to If fund not identified within 90 calendar days of initial request, residual balance may be appropriated by university and used for institutional needs If balance greater than 25% of award amount at end of project, PI must provide justification approved by appropriate VP. If cannot be adequately justified, may be transferred to appropriate Vice President http://www.policies.msstate.edu/policypdfs/6105.pdf

37. Project Equipment  Title to equipment listed in award or asked of sponsor at time of award  SPAdmin will send disposition paperwork to sponsor  If MSU Title, equipment kept by PI/Department with understanding of what property will be used for  OMB Circular A-21, Section J. 18: any article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of the capitalization level established by the institution for financial Statement purposes or $5,000

38. Late Reports  Due dates listed in award  Could keep PI and MSU from receiving further funding from sponsor  Hold on final payment

39. Record Keeping  SPAcctg official record keeper for central files (not department files or property records)  Department is official record keeper for project file  Check award for how long records should be kept  Usually 3-5 years after date of final financial report of project  Property usually 3 years after final disposition  PI/Department should keep very detailed paperwork during project and DOCUMENT, DOCUMENT, DOCUMENT!!!!

40. What if I Get Audited?  Contact Internal Audit, SPAdmin and SPAcctg asap  Internal audit and SPAcctg will help pull information  PI should meet with internal audit before sponsor arrives  Meet with sponsor and provide requested information but nothing extra  Notify IA, SPAdmin and SPAcctg of any findings  IA, SPAdmin and SPAcctg will help to clear findings

41. Process Idea ORED Proposal PI/Department complete proposal package SPAdmin checks package for accuracy and completeness SPAdmin submits proposal Award SPAdmin receives award Negotiates terms Put together award package Enters in Banner Sends to SPAcctg for fund number

42. Process cont. Post-award SPAcctg assigns fund number and cost share fund (if necessary) Sends invoices to sponsor Closout Final Technical Report – PI Final Financial Report and final invoice – SPAcctg Invention/Equipment - SPAdmin

43. Remember……………. Money won't buy happiness, but it will pay the salaries of a large research staff to study the problem. (via Brainy Quote)" Bill VaughanBrainy Quote

44. Questions?

45. Contact Information SPAdmin: LeLe Newell lnewell@spa.msstate.edu 325.7396 SPAccounting: Jonathan Tucker jtucker@controller.msstate.edu 325-3513 Kate Teasler kteasler@contoller.msstate.edu 325-1921 Internal Audit: Melanie Honeycutt mhoneycutt@audit.msstate.edu 325-7353