award appropriation 101: dollars and sense stephanie logaras associate grants officer office for...
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Award Appropriation 101:Dollars and Sense
Stephanie LogarasAssociate Grants Officer
Office for Sponsored Research
Andrew MarkGrants Assistant
Office for Sponsored Research
OSR Quarterly NetworkTuesday, May 7th
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What types of awards do we receive?
• Awards
– Grants
– Cooperative Agreements
– Contracts
– Subawards
• Fixed Price & Cost-Reimbursable
• Unilateral vs. Bilateral
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Award Received!
• Connect award to proposal record
– If no proposal record exists, one must be created
• Review and evaluate award terms and conditions
• Negotiation and revisions with sponsor (as applicable)
• OSR endorses award & obtains
counter-signature when necessary
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Award Received – As Proposed
• Awarded as Proposed– Most straightforward scenario• No changes to funding amount, effort,
personnel, scope of work– Accurate proposal record expedites award set-up• Detailed internal budget• InfoEd PD record closeout• Confirm primary department is correct
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Award Received – With Changes
• Budget Reduction
– Evaluate scope of work and effort
– Prorate or provide revised budget
– Consider subcontracts
– Communication with sponsor
(and prior approval) may be
required for certain changes
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Redistributed Chart Strings
• Proposal Stage– Proposal Routing Form– If awarded, will this project require
multiple chart strings?
• Award Stage– Internal budgets provided to OSR– Include split & departments involved– Multiple subprojects take more time– Actively track on subprojects in other units
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Pre-Appropriation Requirements
• Human subjects?– IRB approval
• Animal subjects?– ACUC approval
• FCOI?– If policy is applicable – FASIS COI Status is confirmed– Delays due to pending status
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OSR Award Set-Up Process (New)
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Project Account Summary (PAS)
• InfoEd NUFinancials PAS
• Summary of useful award information
• PI & department administrators should carefully review PAS and award notice– Important award terms and conditions– Reporting (technical, financial)
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Sample PAS
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Sample PAS
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Sample PAS
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Outyear Funding
• Tickler– Internal system for annual appropriation of awards
fully funded at outset– Data entry for all years pre-entered in Year 1 expedites
set-up– FDP/RTC auto-extensions– No award document included w/ PAS
• If applicable, check for current approvals/compliance
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Outyear Funding
• Other Anticipated Funding– New document from the sponsor for anticipated,
additional funding
• Non-competing continuation
• Amendment
• Award modification
– Award document included with PAS
• If applicable, check for current approvals/compliance
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OSR Award Set-Up Process (Outyear)
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Outyear Considerations• Communicate with OSR regarding changes requiring prior
sponsor approval– Change in key personnel, effort (greater than 25%), scope of work
• Ongoing Compliance– IRB, ACUC, FCOI
• Unexpected delays in amendments– Consider prespending
• Carry-forward balance limitations• Unanticipated funding– Record must be created in InfoEd
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OSR Roles and Responsibilities
• Grants Officer (GO)– Primary POC– Review & Negotiation– Information QA check
• Grants Assistant (GA)– Data Entry in InfoEd and NUFinancials– PAS and Award Mailings
• Info Team– System integrations– Data QA check
• Contracting Team – Review & Negotiation
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Questions?
http://www.research.northwestern.edu/osr/support.html
Stephanie [email protected]
Andrew [email protected]