Sponsored Programs: Award Process Overview

Presented by:David PaulMary Vicuna-Howe

MY PROPOSAL WAS FUNDED….NOW

WHAT?

Overview

1. Introduction to OSP2. PI’s Role3. Regulations4. Financial Management

5. Financial Assistance vs. Procurement

Basic Cost PrinciplesAccount Set-upIncurring ExpensesInvoicing/Reporting

Financial MonitoringTime & EffortAuditsCloseouts

Sponsored Programs

Cradle to Grave operations forExternally funded grants/contracts

CUSTOMER FOCUS

Compliance & Regulation

Support Research

PI Role

• Manage Technical aspects• Fulfill SOW objectives and timelines• Identify compliance requirements• Fiduciary responsibility • Coordinate with OSP

We can assist in many of these areas

We stay in contact with Sponsor

Regulations

• OMB A-21 (Cost Principles)• OMB A-110 (Administrative Guidelines)• Federal Acquisition Regulation (FAR)

Contracts• OMB A-133 (Audit)• State• University• Sponsor Specific Regulations

FINANCIAL MANAGEMENT

Basic Cost Principles (A-21)

Allowable

Allocable

Reasonable

Consistent

Account Set-Up

Getting an Account Established1. Receive award2. SRA reviews budget3. Enter into financial system

Timeline: 2-3 days

Notification from SRA

Start Spending

Incurring ExpensesHow do I start spending on my account?

1. Salaries: Prepare PAF forms2. Travel: Reimbursed through a TD (travel document)3. Supplies (Operations): Get a P-Card at4. http://purchasing.unlv.edu/pcard/

forms_instructions.html 5. Sub-awards: Process a PV (payment voucher) when invoices

are received6. Equipment: Utilize MUNIS to enter requisitions

Things to consider:

7. Expenditures should be line with your budget categories8. Expenditures must be incurred within the project period9. Your expenses should not exceed your budget

Invoicing & ReportingInvoicing OSP prepares the invoices Various types of invoices

1. Cost-Reimbursement vs. Fixed-Price2. Scheduled invoices3. Invoice based on deliverables

Frequency depends on award terms Balance Activity Reports (BAR’s) are used

to help prepare invoices

Reporting Financial and Technical Financial reports are prepared by OSP Technical reports are prepared by the PI Frequency depends on award terms

Financial Monitoring PI’s should monitor their accounts on a regular basis Get access to your accounts on the data warehouse:

https://sysapps.unlv.edu/SecurityWebForms/SysAppsPageFrame.htm Review for errors and make adjustments in a timely manner Contact your Sr. Accountant if you require a budget

adjustment or need to do a cost transfer OSP reviews monthly activity for invoicing purposes and for

outstanding payments

** Both expenses and payments can bereviewed in the data warehouse.

Time & Effort Federal Requirement: OMB Circular A-21

Effort Reports are subject to Audit

Reports are ‘After-the-Fact’ confirmation of how an employee spent their time

Generated on a quarterly basis and initially based on payroll information

Review and make changes if necessary

PI or someone with ‘first-hand’ knowledge must sign

Total effort must equal 100%

**Return signed reports to Angie Keune at MS 1055

AuditsVarious types of Audits

1. External: University is subject to A-133 Audit2. Internal: NSHE and Campus Audit3. Sponsor: (NSF, NIH, State of NV, etc.)

Methods of Audit4. On-Site5. Desk Review

Scope of Audit6. Programmatic7. Financial8. Both

Document Retention for Audits9. Important to keep back-up and documentation10. Many awards are auditable up to 3 years after the date of submission of

the final report

** Please notify us if you are contacted regarding an audit of your award!

Closeouts Financial Reports

• Make sure account reconciled Technical Reports Patent Reports Equipment Reports Sub-recipient

Reports

STILL OBLIGATIONS

Financial Assistance vs. Procurement

Financial AssistanceGrants and Cooperative Agreements

Public Benefit Scientific autonomy – Grants Significant input - Cooperative Agreements Flexibility available

ProcurementContracts and Agreements

Specific benefit to sponsor Strict SOW with no deviation unless approved via modification Very strict

Closing Remarks

Resources• Website• Accountant

Please Call!! That’s Why we’re here

PI Role• Technical Obligations• Deliverables• Financial Monitoring

Questions?