Key Abbreviations

OSP – Office of Sponsored Programs

GFC – Grants Financial Coordinator

PIF – Proposal Information Form

DAF – Department Approval Form

BAF – Budget Approval Form

SO – Signing Official

NOA – Notice of Award

04/21/23

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When a grant has been identified, submit the PIF, CPT codes and Schedule of Events

to OSP

CHOA PRE-AWARD PROCESS

*Awards for Hughes Spalding must be awarded to Children’s and sub’d to HS

Complete budget, submit BAF and budget to OSP for approval and review

CHOA OSP

OSPreviews & obtains CHOA

SO approval

•opens grant account (Activity)•issues internal Notice of Award

•coordinates grants managementprocess with PI/PD

Scan all documents and save on shared drive in Grants and Contracts folder

PI/PD

Sponsor issues NOA (as submitted)

Application submitted by OSP to sponsor

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Notify IRB Complete apps/forms

Start budget preparation

OSP provides patient care pricing info

OSP assists w/ application

Prepare andRoute DAF

Submit approved DAF to OSP OSP retains DAF for budget review

No Is CHOA the

prime?

Yes

Legal issues approval to execute contract(authorization to proceed – NOA)

OSP receives PIF and creates grant file

Sponsor issues NOA (Budget Revised)

Submit revised budget to OSP

CHOA provides required materials to sponsor

OSP negotiates, develops/receives contract & submits to legal for review/approval

GFC receives Monthly Financial Reports to reconcile and makecorrections and/or adjustments

Coordinator will meet with GFC to goover registration, flagging patients in

EPIC patient tracking system and patient care Billing.

Enrollment starts

CHILDREN’S GRANTS ACCOUNTING PROCESS

Receives internal NOA and set up CHOA grant account notebook

GFC receives approval from coordinators for

expenses from Pharmacy, Processing Lab, Patient Care and

other vendors.

Coordinator receives NOAand copy of sub contract

Begin Spending to Children’sGrant Account / Activity

GFC Invoices Sponsorfor Children’s expenses

GFC receives and processes Payments to

Children’s Grant Activity

When study is complete notify GFC

GFC closes out CHOA Grant Account

GFC expenses the study /activity # via a Finance label then sends to

Corp. Finance for processing

GFC creates Patient Invoices and sends to coordinators

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If applicable, GFC receives invoices from Pharmacy and Research Lab and

sends to coordinators

GFC will ensure all expenses are paidand all revenue has been received

and Grant Activity has a zero balance

GFC receives Monthly Financial Reports to reconcile and makecorrections and/or adjustments

GFC receives and processes Payments to

Children’s Grant Activity

When study is complete notify GFC

GFC copies coordinator on deposits, GFC notifies coordinator of amount

available for salary re-classes

GFC will ensure all expenses are paidand all revenue has been received

and Grant Activity has a zero balance

Complete salary re-classes as neededSend to payroll and copy Manager, OSP

Children’s Grants Accounting PI/PD