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THE LIFE CYCLE OF A SPONSORED PROJECT
Diane Rathbun, Office of Grant & Research Development, [email protected]
Lauren Hatley, Sponsored Programs Services, [email protected]
Recording date of this workshop is
September 26, 2014
Some of the rules and procedures discussed in this workshop are
subject to change.
Please check university resources before relying exclusively
on this recorded presentation.
Recording date of this workshop is
September 26, 2014.
Some of the rules and procedures discussed in this workshop are
subject to change.
Please check university resources
before relying exclusively
on this recorded presentation
FIRST STEPS Idea Generation
Identification of Funding Opportunities and Sources
◦ COS Pivot, SciVal Funding, Grants.gov, Others
Proposal Preparation◦ OGRD Quick Guide, Departmental Contact List, Budget
Guidelines (http://www.ogrd.wsu.edu/)◦ Proposal Management Unit (PMU)
Proposal Review, Routing and Approval◦ eREX Form (http://www.ogrd.wsu.edu/forms.asp) - TWO
DAYS BEFORE THE DEADLINE PLEASE.
Proposal Submission/Grant and Contract Coordinator review◦ Electronic websites/Grants.gov/email vs. Regular Mail/FedEx
CHAIRS & DEPARTMENTAL
SUPPORT
Budget Development-Federal Regulations and Cost Accounting Standards, OMB Circulars, BPPM, UG◦ Non-Fed: See award document for specifics
Proposal Development – Some departments have specific help.
Project Oversight/Management, Review and Approval of eREX Form, Compliance Support, Expenditure Tracking, etc.
Understand the Process – BIG KEY◦ Flow Chart at the beginning and end of the
presentation
COMPLIANCE ISSUES/TOPICS TO THINK ABOUT
Hot Topic: Uniform Guidance◦ Procurement Threshold◦ Voluntary Cost Share◦ 90 Day Closeout
More Compliance◦ PHS FCOI Regulations
◦ Subrecipients need a Policy◦ Institutional Bio-safety Committee◦ Human Subjects Protection◦ Institutional Animal Care and Use Committee◦ Environmental Health and Safety◦ Radiation Safety
Human Resources and Equal Opportunity
WHAT NOW – I HAVE $$
Awards and Acceptance◦ Grants/Cooperative Agreements 6-9 months, Contracts can be
much quicker. Check MyResearch for updates.◦ OGRD acceptance = WSU acceptance. WSU’s Authorized
Official.◦ Mandatory Training
Award/Account Set-Up, The Account Number◦ Guarantees
Award Management and Maintenance◦ Subcontracts?◦ What do I do if I need to change aspects of my award/contract
or work? Work with OGRD to determine if agency approval is
required. Work with OGRD/SPS, as applicable, if agency approval is
NOT required.
AWARD SET-UP: SPS
Receive executed awardAssign Program/Budget/Project as neededAgency number, award number (external or internal)
Allocating budgets˚ Ensure agency approved award budget
Review Award, Proposal for important information
˚ Period of Performance˚ Equipment˚ Invoicing requirements˚ Unspent balances at term
AWARD SET-UP/MAINTENANCE
Add appropriate exception codesBalances (AIS) Update OGRD Database
MAINTENANCE
Invoicing/Financial ReportsApproving subcontracts: sub award #, POP,
allowable expenditures, authorized signature, certifying statement/signature
Effort Certification Expenditure Transfers
CHANGES
Reasons:˚ Period of Performance Change˚ Budget change
˚ PI Change
˚ Scope of Work
Coordinate with OGRD for Amendment, Modification, Addendum
SPS will execute changes appropriately
Sponsored Project Activity Request
Expenditure Transfer RequestsExpense Assignment Action
GUARANTEES
Request on a Sponsored Project Activity Request
Form (BPPM 40.23.10)
Can be GUAR for time and money/both
SPS will remove GUAR after receiving Executed Award
CLOSING
Coordinate for final invoicing/reports Review of the requirements within Federal, Sponsor, and University
Policy/Regulations
Final Financial & Invention Reports, Effort Certification, etc.
Closing of Accounts Time Extensions: Only if a project is unfinished, NOT because you
have money left over to spend.
Clear Overdrafts
Zero Objects/De-obligations
Close Account
READY TO CLOSE
TIDYING UP – MOSTLY POST-AWARD
Provide A-133 Audit Compliance as requested Uniform Guidance implementation Ongoing Training
IMPORTANT SITES: Office of Grant and Research Development (OGRD):
http://www.ogrd.wsu.edu/ Proposal and Award Database Links to funding sites and opportunities eREX Form, Budget Template, Quick Guide, Workshops, Memos and
Guidelines
Office of Research Assurances (ORA): http://www.ora.wsu.edu/ Human and Animal Subjects information Institutional Biosafety Export Controls
Office of Research (OR): http://www.officeofresearch.wsu.edu/ Support Units (OGRD, ORA, Campus Vet, Radiation Safety, etc.) Core Facilities and Centers Policies
Sponsored Program Services (SPS): http://sps.wsu.edu/ Account and expenditure Information F&A Agreement and documents
http://www.wsu.edu/~forms/manuals.html Business Policies and Procedures Manual (BPPM) Executive Policy Manual
If you wish to have your attendance documented in your training history,
please notify Human Resource Services within 24 hours of today's date:
This has been a WSU Training
Videoconference
