Sponsored Projects Post Award Administration in LS

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Sponsored Projects -Post Award Administration in
LSAThe University of Michigan
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Overall Program Objective

• Enable you to understand and follow the policies
  and practices needed to effectively perform
  post-award duties in sponsored projects
  administration

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Learning Objectives

• After this program you will
• Understand what happens at award notification and
  the steps unit administrators need to take to
  help launch a project
• Understand what is needed to perform basic HR
  related duties in LSA, such as faculty
  appointments
• Understand the purpose and details of SOA and
  PBSR reports
• Understand what happens at project closeout and
  what is expected of LSA administrators at this
  stage of a project

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Project Initiation
The project was funded What happens? DRDA
issues a Project Award Notice (PAN) Financial
Operations sets up a Project/Grant
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Project Award Notice
PAN

• The PAN
• Establishes Project/Grant and ShortCode for the
  project.
• Identifies special terms and conditions of the
  award
• Identifies cost-sharing commitments
• Lists key personnel responsible for assisting in
  the administration of the project
• Who receives the PAN?

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Project Award Notice

• H-PAN for Hardship Authorization
• Standard PAN
• ChartFields and ShortCodes
• Time Periods and Budget Amounts
• Cost Sharing
• Indirect Cost
• M-Pathways Statement Recipient
• Timing of P/G being activated in M-Pathways
• P/G establishment e-mail

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Project Award Notice

• SHOWSTOPPERSPotential Roadblocks to getting the
  money
• If they apply, have you received
• IRB Approval
• Animal Use Approval
• Conflict of Interest Clearance?

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Spending Project Funds
OK, I have the money now what do I do?? The
research administrator makes arrangements with
the PI to start spending it for the project!
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Project Start Up

• What is the 7471 and why
• should I care?
• Relevance to the PAN and PAC
• Establishing Sub Project/Grants
• Required in LSA

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Sponsor Regulations

• Federal Regulations
• OMB Circulars A-21, A-110 and A-133
• Cost Accounting Standards
• Federal Demonstration Partnership
• Agency and Award Specific Rules
• Non-Federal Regulations

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Spending Project Funds

• What are the issues?
• Human Resources / Appointments
• Financial Administration
• Initiating charges
• Monitoring expenditures
• Reports
• Project Closeout

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Working with Human Resources

• Assistance with HR issues special to sponsored
  projects
• Staffing the Project can be complex
• Hiring staff and consultants
• GSRA appointments
• Faculty appointments
• International staffing issues
• Managing Leaves

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Human Resources Activities

• Staffing the Project Effort Certification
• Faculty U-Year pay
• Research Pooled Salary System

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Human Resources Activities

• Staffing the Project
• GSRA appointments
• Tuition Waiver
• Financial Aid payments

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Human Resources Activities

• Staffing the Project
• Consultants
• Temporary employees
• Employee Termination
• Salary prorating

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Initiating Charges

• Travel
• Travel Advances
• Lump Sum Advances
• Per Diem Requests
• Foreign Travel
• Fly America Act
• Hosting

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Initiating Charges

• Requisitions and Purchase Orders
• Equipment
• Procurements in excess of 10,000
• Unusual activities
• P-Card
• Journal Entries

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Subcontracts

• Used when funds for a project will be paid to an
  outside organization
• Should be treated as a subcontract if all of the
  following criteria apply
• 1. Funds are to be paid to a university or other
  non-profit entity rather than to a for-profit
  business or individual
• 2. Subcontractor is a collaborator or
  co-investigator significantly contributing to the
  scholarly/scientific conduct of the project
• Subcontractor's work must be of such a unique
  nature that it requires discretion and expertise
  available from only one source.
• Subcontractor does not provide similar services
  to others as their primary business.
• Verification by the University's Principal
  Investigator of the subcontractor's performance
  is required before payment is made

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Financial Monitoring of Projects

• Monthly Statement of Activity
• Project Budget Status Reports

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Financial Monitoring of Projects

• Financial Stewardship (ready for the auditors)
• Project Reconciliation
• Projections and Encumbrances
• Reporting to Faculty

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Project Award Change
PAC

• Subsequent changes in terms and conditions,
  additional funding, time extensions, and other
  modifications will be identified by a Project
  Award Change (PAC) form, distributed by DRDA.
• PACs also used for continuations of multi-year
  projects

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Project Close-Out Procedures

• Requirements depend on sponsorand type of grant
  (or contract)
• Single page or multiple
• - Technical Report Submitted by Investigator

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Project Close-Out Procedures

• Financial ReportSubmitted by Financial
  Operations
• 90 day letter
• A-21 review
• Late Charges
• Adjustments
• Departmental review and approval
• M-Pathways Report Tracking

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Project Close-Out Procedures

• Most sponsors require the University to report on
  inventions, discoveries, or other novel
  commercial developments which were funded by the
  project
• Report on Property Disposition is required by
  some federal agencies
• Consequences for failing to produce final reports

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Sponsored Project/Grant Close-Out Checklist

• Tool from Sponsored Programs Office to ensure
• People and units are notified that changes have
  been made to end charges on the P/G
• That all types of charges (HR, PO, etc.) have hit
  the SOA
• All sub P/Gs have been closed
• All Sponsor funding and cost sharing has been
  received
• All Technical ad financial reporting requirements
  have been met

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Keep in Mind

• DRDA is available for consultation and assistance
  throughout the life of the project- Project
  changes (new PI, budget change, etc.)- No cost
  time extensions- Other forms of assistance
• Financial Operations is available for-
  Questions re allowability of expenditures -
  Reporting Issues

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Web Resources

• www.research.umich.edu
• Forms
• UM, Federal and Sponsor Policies
• Funding Information
• Proposal Processing
• Project Administration
• News and Information
• Training Opportunities

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QUESTIONS
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