The Evolution of WSU’s Sponsored Program Administration Office

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Transcript The Evolution of WSU’s Sponsored Program Administration Office

PAD Seminar
February 2009
Top Ten Reasons to Befriend Your
Sponsored Program Administration
• SPA is the institutional office responsible for
administrative oversight of WSU’s externally
sponsored research
• SPA combines the administrative and accounting
functions in a single office
• SPA can assist you through some of pitfalls that occur
in the conduct of externally sponsored research
• Or, ……
 Is this just a David Letterman bit to wrap up the week?
 But, what we really want to do ……
Today’s Objectives
 Discuss some of the critical, tricky, complex aspects of
sponsored program work
 Place a face with the name of a couple of SPA
personnel. Our panelists:
Karen Watkins-Hollowell
Patty Yuhas-Kieleszewski
Tim Foley
Jim Barbret
 Have you tell/ask us about issues which you have
 Open a very necessary dialogue if we are to be
successful in our initiatives!
The Sponsored Program Lifecycle
 The Lifecycle:
 The idea/hypothesis
 Find someone who will “pay for it”
 Develop a proposal
 Submit the proposal
 Get selected – YEAH!
 Execute an award
 Execute the project
 Close-out and wrap-up
 Problem areas can arise in any of these “phases”
Today’s Selected “Problem Zones”
 Budget Development: What costs do I include?
 Developing a Proposal: What does it look like?
 Submitting a Proposal: Who does what?
 Award Execution: The Award Documents
 Account Set-up: When do I get my account?
 Financial Management: Who and how do we manage
the finances?
 Subcontractors
 Cost Sharing
Budget Development: What costs
do I include?
 Salaries and Wages – time and effort of people who will be
working on the grant, normally expressed in a percentage
of their time
Fringe Benefits – varying rates for the individuals named
Materials and Supplies – necessary to conduct the project
Travel – related to conduct and disseminate the research
Equipment – necessary to conduct the project
Facilities & Administrative Costs – indirect costs, overhead,
Developing a Proposal: What does
it look like?
 Sponsor will define, in most cases, what the proposal must
Federal agencies are pretty standard, RR424
State agencies have their own format
Foundations and associations are unique, Proposal Central
Industry is … whatever they like
 KEY CONCEPT – read and follow the instructions
Submitting a Proposal: Who does
 The final “packet” is developed by the PI and their staff
 Specific approvals must be obtained prior to submission
 “Internal” approvals – Chairs, Deans, IRB’s
 “Proposal” approvals – Business official, Institutional Official
 SPA, as institutional official, is last in the approval process
 Who presses the button? Drops it in the mailbox? Hands
off to FedEx? – Differs based sponsor requirements
 KEY CONCEPT – Timing, timing, timing
Award Execution: The Award
 Varied award vehicles:
 Grant – unilateral vs. accepted
 Contract – legal document requiring review, formal execution
 Memorandum of Understanding – looks a lot like a contract
 The Vice President of Research, delegated to SPA, has
signature authority
 SPA is the official University repository
 KEY CONCEPT - SPA needs to receive and process the
Account Set-up: When do I get my
 When award is processed, SPA will establish an account
with budget
 PI’s are notified via e-mail of their index/fund number –
 Indexes are open for the period of the authorization
 Multiple indexes may be requested to indentify separate
budget components, ie phases or tasks
 KEY CONCEPT – Indexes can be requested prior to receipt
of award if work is going to begin
Financial Management: Who and
how do we manage the finances?
 Most awards have some level of budget restriction – this is not a gift
 A budget will be established that defines a baseline plan
 Changes and deviations are allowable
 Depending on the level of change, sponsor approval may be required –
coordinate with SPA
 Department and PI are primarily responsible for processing if all
expense documents
 SPA handles the revenue side
 KEY CONCEPT – Financial management begins Day One,
not at closeout
Cost Sharing
 Whenever there is a cost that the sponsor does not pay for,
there is cost sharing
Cost sharing may be mandated by sponsor/program
When cost sharing is required, you should be careful to
meet, not exceed, the requirement
Common Forms of Costs– Personnel, equipment
“In-Kind – comes from a third party, a non-WSU source
Watch out for the terminology, “leverage”, “matching” etc.
Cost Sharing
 During Proposal Development, identify cost sharing items
 Think about how the cost can be documented
 Determine how these will be funded, and get approval
 When awarded, a second account gets established to
capture cost share transactions
 Cost share costs are real
 KEY CONCEPT - Construct a full budget, then determine
what should be cost shared
 Not all collaborators are subcontractors
 A sub-contractor (an entity WSU will pay) needs top treat
us as their sponsor
They should submit to WSU just as they would submit to
an agency
Components – budget, statement of work, institutional
Upon award to WSU, SPA will generate an agreement with
Invoices should go to SPA, who processes payments
SPA coordinates with PI/staff
Questions & Answers
 About the topics we covered …
 Any topics …
 Thank you