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
Office
• 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
encountered
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
above
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,
etc.
Developing a Proposal: What does
it look like?
Sponsor will define, in most cases, what the proposal must
cover
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
what?
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
Documents
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
award
Account Set-up: When do I get my
account?
When award is processed, SPA will establish an account
with budget
PI’s are notified via e-mail of their index/fund number –
GFA
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
guidelines
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
Subcontractors
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
authorization
Upon award to WSU, SPA will generate an agreement with
subcontractor
Invoices should go to SPA, who processes payments
SPA coordinates with PI/staff
Questions & Answers
About the topics we covered …
Any topics …
Thank you