General Resources for the Administration of Sponsored Projects (GRASP)

Overview and Structure of Offices

Melissa Mottley Ken DoverAssistant Director Sr. Grants Accounting SpecialistOffice for Sponsored Programs Contracts & Grants

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Overview and Structure of Offices

Overview/Structure• Sponsored Programs• Contracts & Grants

Definitions / Jargon Projects Agreements Compliance

• Guest Speaker: Ms. Lisa Kelly

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Objectives

Provide a groundwork of information to assist with navigating research administration at UGA.

Provide resources that will help you find answers to day-to-day questions

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OverviewOffice for Sponsored Programs (OSP)

Operates under the direction of the Vice President for Research

Manages all non-financial matters related to externally sponsored grants and contracts

Reviews and approves proposals

Negotiates and accepts awards

Monitors programmatic aspects of project from proposal development through final project close-out

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OverviewContracts & Grants (C&G)

Operates under the University Business and Accounting Services (UBAS) and reports to the Assistant Vice President and Controller

Manages all financial matters related to externally sponsored grants and contracts

Creates accounts and reviews high risk transactions for awarded projects

Prepares and submits fiscal reports to sponsors

Manages receivables for sponsored project accounts

Reviews audits for subrecipients

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StructureOffice for Sponsored Programs (OSP)

Caseloads are divided by Colleges/Departments using a team approach with Contracts and Grants

Fosters a close working relationship between OSP grants administrators and faculty/staff within a department

Provides OSP grants administrators with experience with a variety of sponsors, project types, agreements, etc.

Provides OSP grants administrators the ability to assist a PI throughout a project’s life cycle

Provides faculty/staff with one point of contact for all communication with OSP

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StructureContracts & Grants (C&G)

Caseloads are assigned using a team approach• Each team includes an award accountant and an invoicing/reporting accountant

• Creates better cohesion between pre and post award

• Allows research admin to focus on fewer departments fostering better relationships

• Each department is assigned to an awarding team member and two billing and reporting team members

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StructureContracts & Grants (C&G)

Agency draws are divided between senior C&G staff by Letter of Credit (LOC)• National Institutes of Health (NIH): Lynn Beard

• National Science Foundation (NSF): Ken Dover

• United States Department of Agriculture (USDA): Morgan Tiller

• U. S. Department of Commerce (DOC): Jay McGarity

• U. S. Department of Energy (DOE): Linda Davis

• UGA Foundation: Gail Chester

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StructureContracts & Grants (C&G)

Compliance issues are divided by tasks:

• Journal Vouchers (JV’s), PARs, WebDFS Personnels, eTickets, & Kickouts – Ken Dover

• UGAMart, Check Requests, Travel Authorities, & Kickouts – Jay McGarity

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OSP Staff Contacts Find your Pre-Award Grants Administrator: http://research.uga.edu/osp/find-grants-administrator/

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C&G Staff Contacts Find your Post-Award Financial Administrator: http://

www.busfin.uga.edu/contracts_grants/cg_search.html

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Definitions / Jargon Principal Investigator (PI) - The individual responsible for conducting/managing

the work proposed for a grant or contract, including its execution and fiscal management. http://research.uga.edu/documents/eligibility/

Call for Proposals – sponsor guidelines for funding opportunities. These proposal guidelines/instructions will typically contain:• Application Requirements

Eligibility Budget limitations Page limits Font sizes Specialized forms or approvals Deadline for submission

• Programmatic Requirements• Sponsor contact information• Frequently asked questions

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Definitions / Jargon Types of proposal guidelines

• Request for Proposal (RFP) - A formal invitation for individuals or institutions to submit a proposal on a specific project or service.

• Program Announcement (PA) - formal statement about a new or ongoing extramural activity or program. It may serve as a reminder of continuing interest in a research area, describe modification in an activity or program, and/or invite applications for grant support.

• Broad Agency Announcement (BAA) - is a competitive solicitation procedure used to obtain proposals for basic and applied research and that part of development not related to the development of a specific system or hardware procurement.

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Definitions / Jargon Agency specific general guidelines

• NSF Grant Proposal Guide : http://www.nsf.gov/pubs/policydocs/pappguide/nsf15001/gpg_print.pdf

• SF424 (R&R) Application Guide for NIH & Other PHS Agencies: http://grants.nih.gov/grants/funding/424/SF424_RR_Guide_General_VerC.pdf

• USDA NIFA Grants.gov Application Guide: http://www.csrees.usda.gov/funding/grant_forms/nifa_grants_dot_gov_instructions_2012.pdf

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Definitions / Jargon Indirect Costs (IDC) / Facilities & Administrative Costs (F&A) / Overhead - Costs

which are necessary to support research and other sponsored projects, but which cannot be readily or easily assigned to individual projects. • http://research.uga.edu/documents/fa-costs/• http://research.uga.edu/osp/info/fa-primer/

Restricted Accounts - A University account whose funds are restricted by specific terms and conditions established by the donor or sponsor.

Effort Reports / Personnel Activity Reports (PARS) - The University-approved system to certify distribution of salaries on sponsored or cost share accounts to reflect the distribution of activity (effort) expended by an individual on an after-the-fact basis.• Each PAR will account for 100% of how one “spent his/her time” for the period

covered• http://policies.uga.edu/FA/nodes/view/861/Personnel-Activity-Reports-PARs

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Definitions / Jargon Letters of Credit (LOC) - A document issued by a financial institution, used

primarily as an irrevocable promise to pay.

Departmental Contact / Administrator – The contact used by OSP and C&G to communicate issues related to sponsored projects.

Sponsored Projects Guide – UGA’s one-stop reference for research administration. http://spguide.uga.edu/

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Types of Sponsored ProjectsSponsored Projects are categorized on the basis of actual activities or scope of work (SOW) — not physical site or budgetary unit code. http://research.uga.edu/osp/info/sponsored-project-types/

Research - Original and diligent inquiry, examination, or investigation undertaken in order to understand “the nature of things”.

• Expand the scientific knowledge base through systematic observation.

• The invention and generation of ideas, images, performances, or artifacts (including design) which lead to new or substantially improved insights, materials, devices, products, and processes.

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Types of Sponsored Projects Instruction - Activities delivered as part of an

institution’s instruction program, which include credit and noncredit course preparation and grading; teaching and training activities; activities that provide basic knowledge or skills that are required prior to undertaking formal academic course work; or course and curriculum improvement activities.

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Types of Sponsored Projects Cooperative Extension - Activities delivered

through a network of on-campus and local Extension offices through educators that transfer knowledge from the land grant university in the form of “know-how” for the large majority of the population to help people improve their lives.

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Types of Sponsored Projects Public Service & Outreach - Academic, non-

instructional services that translate and transfer UGA’s intellectual and professional knowledge, expertise, and resources into the public realm for practical purposes designed to meet quality-of-life needs of a changing society.

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Type of Sponsors Federal – U. S. government agency, such as…

• National Institutes of Health (NIH)• National Science Foundation (NSF)• U. S. Department of Agriculture (USDA)• U. S. Department of Education (USDE)• U. S. Department of Energy (DOE)• National Oceanic and Atmospheric Administration (NOAA)• National Aeronautics and Space Administration (NASA)

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Types of Sponsors Federal flow-through - a sponsored award from

an entity in which the source of funds used by that entity to make the award is the federal government. Any terms and conditions and restrictions regarding use of the funds “flows” down to UGA or UGARF as subrecipient of federal funds.

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Types of Sponsors State – Typically State of Georgia agencies, but we

can receive funds from other State agencies. • GA Department of Natural Resources• GA Department of Agriculture• GA Department of Community Affairs• GA Department of Early Care & Learning

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Types of Sponsors Industry - A business or industrial concern that

pays taxes. It is not considered by the Internal Revenue Service to be a non-profit organization. • Industry-sponsored work at UGA must bear

applicable F&A (indirect) costs; otherwise, Georgia taxpayers subsidize the work UGA employees perform for them.

• OSP now has a dedicated Industry Contracting Officer, Angela Steltzer (asteltzer@uga.edu)

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Types of Agreements / Awards Grant - The transfer of money or property from a

sponsor to an institution that typically has a period of performance and may require performance of specific duties, budget reports, progress reports, and return of unused funds. • Mechanism preferred by universities because

of academic freedom

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Types of Agreements / Awards Contract - A legally binding agreement creating

and defining the obligations between two or more parties. Contracts usually detail a specific scope of work, a performance period, conditions for payment (timing, amount, etc.), and deliverable.• Mechanism preferred by industry

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Types of Agreements / Awards Cooperative Agreement - An award support

mechanism used when there will be substantial federal scientific or programmatic involvement. Substantial involvement means that after award, scientific or program staff employed by the sponsor will assist, guide, coordinate, or participate in project activities.

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Helpful Links Office for Sponsored Programs

• http://research.uga.edu/osp/

Contracts & Grants Division• http://www.busfin.uga.edu/contracts_grants/

Sponsored Projects Guide• http://spguide.uga.edu/

Finance and Administration Policy Library• http://policies.uga.edu/FA/