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Pre and Post Award – What You Should Know
Presented by:
Your Senior Contract & Grant Officers
Sponsored Projects Administration
Agenda
SPA Involvement– Pre Award– Post Award
Award Review Informed Participant Agreements (IPA) Questions / Comments
SPA Involvement – Pre Award
Bring SPA into loop
Send RFP, guidelines, instructions– Any background information
You’ve heard it before…so why again?
We can prioritize and prepare
Guidelines may include terms and conditions that are contrary to UC policy
Why?...cont.
We can tailor cover letter Have we done business with this entity
before? Has any precedence been set? What have we don’t in the past? Is there guidance from UCOP? A Master Agreement?
Review of Draft Budget
Review draft budget and budget justification We are required to collect full F&A –
regardless of Sponsor type
When proposal is funded
We have been proactive Should not need to spend lengthy amount of
time negotiating or revising budgets Turnaround time is quicker:
Receipt of award award synopsis
SPA Involvement – Post Award
Notifications to Sponsor – No Cost Time Extensions (NCTEs)– Carry Forward Requests– Rebudget Requests
Submission to Sponsor by SPA
Why is SPA involved??
Terms & Conditions of Agreement– Are we in Compliance?– Is it Allowable?
Delays in Processing – Do we need to go back to Sponsor?– Are there Human/Animal protocols on project?
Award Review
Importance of reviewing Award documents
Common terms relevant to post-award department administration
Prime Awards
Other matters
Importance of Review
Identifies the parties involved in the administration of the project
The official record detailing legal responsibilities of the parties
Terms and Conditions relevant to post-award administration
Common Terms
Period of Performance– Pre-Award Spending– No-Cost Time Extensions
Funding Restrictions / Usage of Funds– Return of grant monies– Subcontracting restrictions
Contacts / Invoicing Instructions– Back-up documentation requirements– Sponsor notifications for spending thresholds
Common Terms (cont.)
Modifications in Writing– Signatures from both Parties– Authorized Officials only
Confidentiality– Marking proprietary documents– Input from PI and SPA
Reporting / Deliverables– Updated schedules in modifications– Contracts by definition require deliverables
Prime Awards
Prime sponsor is the ultimate source of funds
Flow-through Terms and Conditions and Contractual Obligations
Other Matters
Stock Transfers– Permitted as payment for award– Use of excess funds is determined by sponsor
Foreign Currency– Normally negotiated in US Dollars– Award amount subject to change– Fixed exchange rates desirable
Informed Participant Agreements
Overview:
Informed Participant Agreement – Definition
IPA Procedure – A Head’s Up
Informed Participant Agreements
Definition:
An agreement that the PI, Department Chair, or Project Participant signs acknowledging acceptance of non-standard contract or grant terms.
*non-standard = differs from UC policy
Informed Participant Agreements
A Head’s Up:
We’re standardizing our process, which means you’ll probably be seeing IPAs on a more frequent basis.
– Significant Intellectual Property Interest = IPA– Significant Financial Interest = IPA or Email
Senior CGO Contact Information:
Barbara Inderwiesche Lauren Ryanx4-7697 [email protected] [email protected]
Amy Kimble Chris Rigneyx4-8634 [email protected] [email protected]