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
P:\Clinical Research\SPONSORED PROGRAMS\OSP STAFF ONLY\FLOW CHARTS POWER POINT\Flow Charts\Grant Process General.ppt
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
P:\Clinical Research\SPONSORED PROGRAMS\OSP STAFF ONLY\FLOW CHARTS POWER POINT\Flow Charts\Grant Process General.ppt
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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
P:\Clinical Research\SPONSORED PROGRAMS\OSP STAFF ONLY\FLOW CHARTS POWER POINT\Flow Charts\Grant Process General.ppt
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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