Transcript Sponsored Programs Administration at MSU

Life Cycle of an
Award
Start to Finish
Closeout
Idea
Post
Award
Proposal
Award
Idea
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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?
Finding Funding
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Office of Research and Economic
Development (ORED)
Dr. Teresa Gammill:
[email protected] or
662.325.3570
ORED website:
www.research.msstate.edu
Finding Funding cont…
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ORED Responsibilities for Sponsored
Projects
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Limited Submissions
Responsible Conduct of Research (RCR) training
Research Seminar Series and Videos
Funding Opportunities
Finding Funding cont…
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Who to talk to about your idea:
 Department Head
 ORED
 Sponsor Agency Program Officer
(especially if idea is unsolicited)
Contacting the Sponsor
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Program Officers can advise you in the
following areas:
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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
Contacting the Sponsor cont…
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Additional information such as applications or
program announcements
Special requirements (IRB, IACUC, etc…)
Study section to request in your cover letter
Program Officer Do’s and Dont’s
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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
Program Officer Do’s and Don’ts
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Do
 Most importantly, do your homework
 Be as specific as possible in your
request
 When in doubt, ask!
What do I do now?
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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
Proposal
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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?
When and Why to Contact your
SPAdmin Administrator
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As Soon As Possible!!!
Send important paperwork (RFP, emails from
Program Officers, etc…)
Big deadlines require help of entire office
Suggested Proposal Timeline
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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 )
Submission Portals
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Grants.gov
 Many sponsors use this portal
 Will be sent in Adobe Package
 Download from www.grants.gov
 Very important to send package early
Fastlane
 NSF submission portal
 Goes straight to NSF
 User friendly
Submission Portals cont….
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Cayuse 424
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System to system submission portal that goes straight to
sponsor
SPAdmin will train on how to use
Penny French: [email protected] 325-2490
Individual sponsor portals (email, etc…)
 Check guidelines for submission information
 Can require extra copies as well
Signature Authority
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Jennifer Easley, Director, Sponsored
Programs Administration
PI does not have signature authority
Document available to show signature
authority if needed by sponsor
SPAdmin Review Procedure
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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
When Will I Know?
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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…
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Send to SPAdmin ASAP
Also send copy to your business manager
Make sure all special approvals received (IRB,
IACUC, etc…)
Award
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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?
SPAdmin Has My Award
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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
Compliance Approvals
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IRB, IACUC, Security, Biohazard Safety,
etc…(http://orc.msstate.edu/)
Office of Research Security (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
What Do You Mean “Negotiate”?
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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
My Award is Signed! Now What?
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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
Post-Award SPAcctg.
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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?
I Need a Fund Number
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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
Fund Number cont….
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Can set up PAR (preliminary account request)
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Must fill out PAR form on SPAdmin website
(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…)
Cost Share Fund
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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
Child Funds
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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)
How the Money Comes from
Sponsor
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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
Post-Award SPAdmin.
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PI change
No Cost Extension
Budget revision
All prior approvals
Transfers
Award Closeout
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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?
My Project is Completed
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Sponsor will ask for close-out information
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Final reports
Invention Statement
Equipment
SPAdmin. coordinates information
SPAcctg will contact you for final expenses
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Make sure all expenses are in correct category on
correct project
All cost share has been accounted for
Final Reports
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SPAcctg – Final invoice and
financial report
PI – Final technical report
SPAdmin – invention and equipment
Fund Balance
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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
Fund Balance cont…
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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
Project Equipment
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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
Late Reports
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Due dates listed in award
Could keep PI and MSU from
receiving further funding from
sponsor
Hold on final payment
Record Keeping
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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!!!!
What if I Get Audited?
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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
Process
Idea
Proposal
Award
• ORED
• PI/Department complete proposal package
• SPAdmin checks package for accuracy and completeness
• SPAdmin submits proposal
• SPAdmin receives award
• Negotiates terms
• Put together award package
• Enters in Banner
• Sends to SPAcctg for fund number
Process cont.
• SPAcctg assigns fund number and cost share fund
(if necessary)
Post-award • Sends invoices to sponsor
Closout
• Final Technical Report – PI
• Final Financial Report and final invoice – SPAcctg
• Invention/Equipment - SPAdmin
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 Vaughan
Questions?
Contact Information
SPAdmin:
LeLe Newell
[email protected]
325.7396
SPAccounting:
Jonathan Tucker
[email protected]
325-3513
Kate Teasler
[email protected]
325-1921
Internal Audit:
Melanie Honeycutt
[email protected]
325-7353