introduction to post-award research administration 02.18.2010
TRANSCRIPT
Introduction toPost-Award Research
Administration 02.18.2010
An award has been received…Now what?- Department responsibilities:
-Provide PI approval-Provide PS friendly budgets-Ensure correct deptid and cost share information provided
- SPA responsibilities:-Negotiate contract-Set up project and produce NOGA
- SFR responsibilities:-Once project is set up- ensure timely financial
reporting/invoicing-Ensure sponsor remittance -Close out-Sponsor project audits
Department responsiblities Review Budget (Direct and F&A) Review Restrictions Review Reporting/Invoicing Terms Review Human/Animal Approval Status Note Restrictions or Specifications on
Intellectual Property, Publications, Data Security
Review EFS Budget (account codes) Work with PI to Adjust Budget for changes
and Determine Payroll/Effort
Department Responsibilities If Rebudget is Needed: Complete SPA
Rebudget Form If Subaward is Needed: Submit to GA the
Workscope, budget and PS-Friendly Budget Discuss Subaward Invoice Monitoring with PI Approve Expenses (if assigned) and monitor
for allowability, allocability and reasonableness
Regularly Manage Effort Certification Record Retention
Department Responsibilities Work with PI on:
◦ No-cost Extension Request◦ Carryforward Request◦ Equipment Request◦ Equipment Fabrication Issues◦ Significant Effort Changes (Key Personnel)◦ Other Special Change Requests◦ Collection Issues if Needed
Department Responsibilities Report Preparation
◦ Review Terms and Restrictions◦ Verify Expenses◦ Confirm Outstanding Expenses Processed◦ Balance to Department Records◦ Communicate with SFR Accountant
Expenses to Include Plan to Remove Late Charges Final Approval to Submit Report Adverse Event – Agency Extension Needed
Department Responsibilities Closeout
◦ Request Fixed Price Transfer◦ Remove Late Charges – Within 90 Days◦ Notify PI/Lab to Cease Spending◦ Process Distribution Changes if Ongoing Payroll◦ Close Encumbrances◦ Check Status in EFS
SPA and SFR
Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN
SPA and SFR (con’t) SPA:
◦ Reports up to the Vice President for Research◦ Handles pre award: proposal submission, contract
negotiations SFR:
◦ Reports up to the Controller◦ Handles post award: Reporting & invoicing,
payment application, collections, close out
Sponsored Projects Administration Office of the Vice President for Research
Sponsored Projects Administration June 2009
Pamela A. WebbAssociate VP
Kevin McKoskeySr. Associate Director
Judith KrzyzekAssociateDirector
David HagenAssociateDirector
F&A Group
Effort Group
Team 2 Public HealthVeterinary MedicineDentistryPharmacyNursingAHC Shared
Team 3 Institute of TechnologyCollege of Liberal ArtsEducationHumphreyDesignContinuing EducationCarlson SchoolLaw
Team 4 State of Minnesota (All campus)CFANSExtensionUniversity LibrariesOVPRSystem Acad Adm.
Team 5Business and Industry (All Campus)MTAs (All Campus)
Team 1Med School Biological Sciences
David Moyer,Manager,Support Group
AwardSet-up Team
Karen Sachi(PGA) +2 distributed50% time GAs*
Lorrie Awoyinka (PGA) Tanya WaltonSowolo Abdullai Renee Frey Bailey FossDor Hogenson (Support)(Vacant) (PGA)
Karen Sachi*Jason JacobsMichelle McGrawAnjeanette Bastian Nancy Benson (Support)
Amy Rollinger (PGA)Pat Jondahl Amber FinkDanielle Billington Riana FletcherFrances Werner (Support)
Laura Williams (PGA)Bridget Foss Brett Anderson Chris Coyne*Duane Oyen Becky Lowery Nancy Benson (Support)
April Coon (PGA)Annie Marshall*Kelly Fallows Brett CarlsonKim Makowske Derek Krogstad (cross -team)Dor Hogenson (Support)
Coordinate Campuses are invited to contactany TC grants administrator for
assistance
Coordinate Campuses are invited to contactany TC grants administrator for
assistance
Training
Frances Spalding
Chris LarsonHolly SchuveillerVern Kleinsasser
Don Hammer
Laura GenoExec. Assistant
Rob HowiesonPaulie GarciaCody Christopher
SPA responsibilities
Common requests:
◦ Rebudgeting* Cost share set up◦ PI transfer◦ No-cost extensions◦ Change of PI* Subawards◦ Incremental/supplemental funding◦ Change of Scope◦ Significant change in effort◦ Preaward/ advance account request
Watch Request Deadlines!
SPA resources: SPA website:
◦ http://www.ospa.umn.edu/index.html
SPA contacts:◦ http://www.ospa.umn.edu/directory.html
PS friendly budget template:◦ http://www.ospa.umn.edu/efs_sp/documents/PS-Friendlybudget.xls
Preaward requests:◦ http://www.fpd.finop.umn.edu/groups/ppd/documents/form/preaward_form1.cfm
Effort:◦ http://www.ospa.umn.edu/effort/
ECRT:◦ https://ecrt.eresearch.umn.edu/
SFR Org Chart
Sue PaulsonDirector
Kamala Upadhyaya
Associate Director
Mark RovaMary Gorder
Data Analyst
Marjorie NeboFinance Manager
Accounts Receivable:Collections
Payment ApplicationClose Outs
Kerry MarsolekFinance ManagerNon Federal Area:State of MinnesotaBusiness & Industry
FoundationsHealth
Organizations
Tonya KnutsonFinance Manager
Federal Area:DHHS
US Dept of Education
NSFUS Dept of Energy
Federal Subcontracts
Sylvia TaubePrincipal Office & Admin
Specialist
Student Position
SFR Org Chart (con’t)
Marjorie Nebo
Kerry Marsolek
Tonya Knutson
Accountant II:Julia Steinkopf
Diane Grimley (1/2 time)Stephanie Kranitz
Dick HartmannStaci Gallahue (LOA)
Kathy KrumJennifer LaFrance
Kristin LienCarly Prellwitz (1/2 time)
Wendy Willner
Accountant I:Christina CheungNaisan Madson
Jim KaintzKristin LienChris YbarraAngela Lane
Todd StroessnerKatie Manthey
Accountant II:Michele DobsinskiDiane Grimley (1/2
time)Kristie Berglund
Andrea Hyllengren
Accountant I:Bridget Al-QublanXuefei Hu (Fay)
Debbie KochLeah Mumm
Tuan Ta
Accountant I:Tatyana Estrin
Principal Collection Representatives:Nayubel Bernard
Misty BauermeisterCarly Prelwitz (1/2
time)
Accountant II:Jill Neu
SFR Accountant Assignment Finance Manager receives and reviews
NOGA and verifies PS set up Based on sponsor requirements, assigns to
accountants Changes billing specialist in PS and forwards
NOGA to accountant
Reporting/Invoicing Billing and reporting triggered by PS
events Interim-expenses are picked up based on
accounting date. Department is not consulted.
Final (budget & project period)-late expenses are included using other verification sources. Department is consulted.
Payment Application All sponsored payments are sent to a
separate bank account
Accounts receivable accountants identify and apply payments
Unidentified payments are worked separately
Collections Principal Collections Reps follow up on
unpaid invoices greater than 90 days
Will contact PI if non payment is due to missing technical deliverable
Close Outs Verify all invoices are paid
Overdrafts and late charges are removed
Verify encumbrances are closed
Other Important Items Letter of credit (LOC) payments are drawn
from sponsor website Clinical Trial budgets are set up as invoices
are created Refer to Accounts Receivable job aid for
instructions on looking up open and paid invoices
PI’s are copied on all e-mails
Important Items (continued) SFR accountant will work with the PI and
department accountant to obtain signatures on financial forms
SFR is responsible for coordinating all sponsored project audits
Department is responsible for monitoring rebudgeting restrictions
Contact Information:
Tonya Knutson, SFR: 612-624-7850 [email protected]
Pam Wilson, Mech. Engineering: 612-625-9315 [email protected]
April Coon, SPA: 612-624-7021 [email protected]