BLOUSTEIN SCHOOL POLICY

Transcription

1 Office f Business Administratin and Human Resurces Rutgers, The State University f New Jersey 33 Livingstn Avenue, Suite 100 New Brunswick, NJ BLOUSTEIN SCHOOL POLICY Plicy Name: Pst-Award Prcedure fr Grants and Cntracts Date: December 6, 2007 Updated April 7, 2015 The fllwing is the prcedure t be fllwed nce a grant r cntract has been awarded frm an utside spnsr. Receipt f Award The award dcument is received frm the utside spnsr in the frm f a cntract, a memrandum f agreement, r a memrandum f understanding. If this dcument is an award letter, and nt a cntract, the PI shuld request the spnsr t submit a cntract t Rutgers ASAP. If the spnsr des nt have a standard cntract, the PI shuld infrm the Office f Business Administratin and Human Resurces (Business Office), and arrangements will be made fr Rutgers t send ut the University s standard cntract t the spnsr. Cntract Negtiatin A cntract specialist frm the Office f Research and Spnsred Prgrams (ORSP) r the Office f Crprate Cntracts (OCC), depending n the funding surce, handles the review/negtiatin prcess. The Business Office serves as the pint f cntact with ORSP (r OCC) during the negtiatin prcess and fllws up as apprpriate, keeping the PI infrmed f the status f the cntract. The cntract is signed by an authrized fficial f the University. Mst ften this authrized fficial is smene frm ORSP r OCC. Large dllar amunt cntracts require the signature f the University s Assciate Vice President fr Research Administratin. Blustein Schl faculty and staff are nt authrized fficials f the University, and therefre are nt authrized t sign cntracts. Getting an Advance Accunt Number (if needed) NOTE: If the negtiatin prcess is expected t be lengthy, but the PI fully expects that a cntract will be awarded, it is recmmended that the business manager request an Advance accunt (frmerly called a Hld accunt) thrugh the Institutinal Prir Apprval System (IPAS) prtal, s that expenses can be prperly charged as sn as wrk n the cntract begins. Getting an Accunt Number The University receives the fully-executed cntract (signed by bth Rutgers and the spnsr).

2 Getting an Accunt Number (cnt d) The University file is released frm ORSP (r OCC) t the Divisin f Grant and Cntract Accunting (DGCA) fr the assignment f a grant accunt number. The Business Office receives a printed Ntice f Award frm DGCA. A cpy f the Ntice f Award is given t the business manager assigned t administer the accunt, and t the PI if the accunt is managed by the Business Office. The Ntice f Award is reviewed fr accuracy by the business manager respnsible fr the accunt and the Business Office, with particular attentin paid t the start and end-dates, the prject directr name, the ttal budgeted amunt, the F&A Csts budgeted amunt, the F&A Csts base, and the sectins labeled Special Cnditins and Matching Requirements/Cst Sharing. Grant Management - General The PI begins wrk n the prject and starts t charge expenses in accrdance with the spnsr-apprved budget nce the grant accunt number has been established. The PI is respnsible fr managing the budget f his/her grant in additin t managing the technical aspect f the prject. He/she shuld keep apprpriate recrds t supprt the level f effrt (and salary csts) being charged t the grant accunt. The business manager shuld keep the PI infrmed f the financial status f the grant accunt. Financial reprts shuld be prvided by the business manager t the PI at least quarterly, thugh mnthly financial reprts are preferred, and shuld be the nrm as the grant nears cmpletin. One methd f ding this is t prepare an actual vs. budget spreadsheet fr the PI s review based n infrmatin cntained in the University s general ledger, and the University s shadw system REX. An example f this type f spreadsheet is prvided in Attachment A. Prject supplies and services shuld be rdered thrugh University Prcurement Services, and where required, by a cmpetitive bid prcess. As a general rule, administrative and clerical salaries, telephne csts, pstage, ffice supplies, and memberships shuld nt be charged directly t Federal and State f New Jersey awards. If these csts are t be charged, they must be explicitly budgeted fr, and must be specifically identifiable with the prject. Fr mre detailed infrmatin, visit the DGCA website at the fllwing link It is imprtant t nte that if a significant deviatin frm the budget is anticipated, the PI shuld submit a written request t the spnsr fr apprval f a mdificatin t the budget. Spnsr apprval shuld be btained prir t incurring the unbudgeted expense(s). The definitin f significant varies frm cntract t cntract, thugh a general guideline is line-item budget variances greater than 10% f the budgeted amunt need spnsr apprval.

3 Grant Management General (cnt d) N-cst extensin requests shuld be submitted t the spnsr fr apprval at least 60 days prir t the grant end-date when it is anticipated that the wrk will nt be cmpleted by that end-date. The prcedure fr requesting budget mdificatins and n-cst extensins is dcumented separately. The PI is slely respnsible fr submitting the apprpriate technical reprts t the spnsr n a timely basis. Cpies f all technical reprts shuld be prvided t the Business Office (an electrnic cpy is fine, particularly if the reprt is a large ne). The timely submissin f these reprts is imprtant, as quite ften, spnsrs will refuse t pay invices fr expenses incurred because they have nt received the PI s technical reprt. The Business Office shuld be ntified if a technical reprt is ging t be late. Grant Management - Subcntracts n Grants Subcntracts are issued t nn-rutgers entities t perfrm specific task(s) related t the prject. A purchase rder is established fr the subcntract, which includes the fully-executed agreement, a statement f the wrk being perfrmed by the subcntractr, an itemized budget fr that wrk, and a payment schedule. Subcntracts require a PI at the subcntractr entity. Invices frm the subcntractr shuld be submitted in the detailed frmat utlined in the subcntract agreement. These invices must be certified (signed) by an authrized fficial f the subcntractr entity, and als by the PI at the subcntractr entity. Subcntractr invices shuld be apprved by the Rutgers PI prir t payment. Rutgers PIs are respnsible fr verseeing the wrk f the subcntractrs, and shuld make sure that subcntractrs submit their invices in the prper frmat, in a timely fashin, and n a regular basis s that the spnsr is paying fr the subcntractr s wrk as it is being dne. This will als facilitate the timely clseut f the award at its end-date. Invices t Spnsrs Invices fr csts incurred are sent t the spnsr by the Divisin f Grant and Cntract Accunting (DGCA). Mst invicing fr Federal awards is dne by an electrnic drawdwn f funds prcess. Invicing is usually dne quarterly, based n expenses psted t the University s general ledger. Sme grants are inviced mnthly, and sme are inviced accrding t a pre-determined schedule based n the cmpletin f prject tasks. The frequency and basis f invicing is specified in the cntract. Cllectin f unpaid invice amunts is the respnsibility f DGCA, thugh ccasinally PIs are asked t fllw up persnally n amunts that are past-due.

4 Grant Accunt Clse-ut All business managers are respnsible fr wrking clsely and prfessinally with their DGCA grant accuntant t ensure a timely clseut f the grant. It is imprtant that the business manager cnfirms the ttal expenses f the grant, making sure that his/her ttal expenses amunt agrees with the amunt determined by the grant accuntant in DGCA. The prper way t d this is t review the grant accuntant s final spreadsheet fr the accunt and make sure that it agrees with the independent recrds being kept by the business manager. This recnciliatin and cnfirmatin shuld be dne in a timely manner in rder t facilitate the preparatin f the final invice t be sent t the spnsr by DGCA. DGCA will prcess any needed budget alltment credits t the accunt t reduce the budget t the amunt f ttal expenses. Any remaining cmmitments shuld be clsed nce there is agreement n the final ttal expenses amunt. This shuld be dne as sn as pssible in rder t assist DGCA in bringing f the accunt balance t zer in a timely fashin. PI Changes and Grant Transfers If fr any reasn an internal change in the PI n a prject is required, ORSP shuld be ntified f the intended transfer thrugh the submissin f a cmpleted ORSP Departmental Grant Transfer Request Mem, signed by bth PIs, as well as by Dean Hughes. In additin, a change in PI request letter shuld be sent t the spnsr ASAP t btain spnsr apprval f this change. This request letter shuld be c-signed by an ORSP fficial. Additinal infrmatin is available n the ORSP website If the PI fr a prject is leaving Rutgers and the grant is being transferred t anther institutin, the business manager shuld wrk with the ORSP grant specialist t facilitate the transfer. Additinal infrmatin can be fund at this link Similarly, if the PI fr a prject is cming Rutgers and the grant is being transferred t Rutgers frm anther institutin, the business manager shuld wrk with the ORSP grant specialist t facilitate the transfer. Additinal infrmatin can be fund at this link

5 Attachment A Page 1 f US Department f Redundancy Department Knucklehead Study (Prfessr Me Hward) Cntract Dates: January 1, 2014 t June 30, 2015 Paid as f Ttal Budget ACTUAL vs BUDGET REPORT Budget 4/7/2015 Pending Spent Remaining Persnnel: Me Hward, Principal Investigatr $72,000 $60,400 $12,500 $72,900 ($900) Larry Fine, C-PI 36,000 31,500 3,800 35, Bud Abbtt, Staff Researcher 24,000 17,000 7,000 24,000 0 Lu Cstell, Staff Researcher 12,000 9,200 2,600 11, Wages f Labr (Jerry Seinfeld) 10,000 7,300 2,300 9, Student Wages (Bill Burr) 3,000 3, ,400 (400) Class 3 Salaries (Ellen Degeneres) 5,000 3, ,800 1, Other Cmpensatin (Chris Rck) 3,000 3, ,100 (1,100) Summer Salary (Dm Irrerra) 15,000 14, , Pst-Dctral Assciate (Eddie Murphy) 30,000 24,400 4,500 28,900 1, Graduate Assistant (Gruch Marx) 8,000 7, , Ttal Persnnel $218,000 $182,600 $33,700 $216,300 $1, Fringe Benefits - Calculated 81,410 55,465 10,049 65,514 15, /17120 Fringe Benefits - FICA and Medicare 0 13,650 2,563 16,213 (16,213) Ttal Persnnel/Fringe Benefits $299,410 $251,715 $46,312 $298,027 $1, Prject Supplies $700 $500 $150 $650 $ Equipment < $5,000 8,000 6,300 1,600 7, Publicatin Services (Printing) 2, ,500 2,320 (320) Business Meetings 3,000 2, , Travel/Meals 5,000 5, ,800 (800) Cnference Registratin Fees (100) 82200/82300 Tuitin Remissin 6,000 5, , Ttal Other Direct Csts $25,300 $21,220 $4,250 $25,470 ($170) Facilities and Administrative 55% * 175, ,145 27, , Ttal Csts $500,000 $420, $78,371 $498,451 $1,549 FOOTNOTE: THIS REPORT IS FOR INTERNAL USE ONLY. IT IS NOT TO BE USED AS AN OFFICIAL UNIVERSITY REPORT. * F&A Csts are applied t Mdified Ttal Direct Csts (MTDC), s F&A is NOT calculated n Tuitin Remissin. 4/7/2015

6 Attachment A Page 2 f 2 Fringe Benefits Recnciliatin - FY 14 Base Rate Fringe Regular Salaries , % excl FICA/Med 20, Wages f Labr , % excl FICA/Med 0.00 Student Wages , % 0.00 Class 3 Salaries , % excl FICA/Med Other Cmpensatin % excl FICA/Med 0.00 Summer Cmpensatin , % excl FICA/Med 0.00 Pst-Dctral Assciate , % excl FICA/Med 3, Graduate Assistant , % 2, Ttal FY , , Fringe Benefits Recnciliatin - FY 15 Base Rate Fringe Regular Salaries , % excl FICA/Med 22, Wages f Labr , % excl FICA/Med 0.00 Student Wages % 0.00 Class 3 Salaries , % excl FICA/Med Other Cmpensatin , % excl FICA/Med 0.00 Summer Cmpensatin % excl FICA/Med 0.00 Pst-Dctral Assciate , % excl FICA/Med 4, Graduate Assistant % 0.00 Ttal FY , , Ttal , , /7/2015