The Life of a Grant Process Hierarchy

Transcription

1 Phase 1 Identify funding opportunities searches agency websites for funding opportunities. Or Keywords for research area (online mechanisms) Deadlines Sponsor guidelines N/A uses on-line research mechanisms. Or contacts (or is contacted by) funding agencies to learn of opportunities. / obtains sponsor guidelines and forms. Phase 2 Prepare and route proposal consults with Department/Dean re: use of space and personnel, under-recovery, cost sharing and other key issues as needed. prepares technical/research content components of proposal (e.g., scope of work, methodologies, description of deliverables, etc.) /Admin/Financial person compiles other components of proposal (CV s, subcontracts, letters of support, appendices, etc.). Based on input from, Admin/Financial person prepares budget, incorporating current employee benefit (EB), F&A rate and allocation (if applicable) rates; also prepares other support sheets. /Admin/Financial person collects all components of proposal and enters electronically as needed (into COEUS, grants.gov, FastLane, etc.). Proposal routed internally (either electronically via COEUS or by hard copy), reviewed (and hard copy cover sheet signed, if applicable) by Department Head and/or Dean as needed, then routed to. Dean Subcontractors Announcement of opportunity/grant submission guidelines/ RFP Current/future EB rates Current future F&A rates Current/future allocation rates Current/future expected staff salaries CVs Letters of support Subcontractor proposals Other support/data Special space/facilities requirements Reasonable use of services & expendables (e.g., historic data for similar projects) Quotes/pricing data for budgeted equipment or other major purchases Consultant rates Project support staff explanation F&A and EB rates Underrecovery Cost sharing Space/facility change Subcontractor v. vendor relationships status Human subjects Human subject training Use of animals Conflict of interest Equipment (including fabricated equipment) Project support staff allowability Employee v. consultant relationships Staff v. fellowship appointments Use of U.S. air carriers Use of other than economy class airfare MIT proposal submission policy F&A guidelines Policy on earmarked funds Page A1 of A9

2 Phase 3 Review and submit to sponsor reviews proposal for compliance with Institute policies (business, research, academic) and sponsor guidelines. notifies Department/ of changes required (if necessary) to make application compliant. drafts response to anticipated sponsor terms or drafts proposed agreement, as appropriate. affixes institutional signature. notifies Department/ when proposal is ready to be picked up and sent to sponsor. OR submits proposal to sponsor. Deans VPR FRADS (for foundation proposals) TLO (postsubmission review for industrial/ international and other) RFP/grant submission guidelines Anticipated sponsor terms (if known) Complete proposal including information/ data listed above, as appropriate All listed above in Phase 2, with the addition of: Conflict of Interest/Financial Disclosure Phase 4 Negotiate with sponsor Representative (can include Contract Administrator and Contract Specialist (formerly Industrial Team) negotiates with sponsor to make terms and conditions compliant with MIT policies. reviews/consults (as appropriate) prior negotiations with the sponsor for precedence language/guidance in formulating a negotiation strategy. consults with IP Counsel, Sr. Counsel, CAO, as needed. IP Counsel TLO Sr. Counsel CAO Background IP review by TLO Co-funding sponsors and obligations Proposal and other documentation transmitted to sponsor If subaward, may require copy of sponsor prime award Exchange of information RE terms with sponsor All listed above in Phase 2, with the addition of: Publication rights MIT policies on restrictive clauses Open access Export controls Intellectual property rights MIT award execution policy Corporation authorized signators MIT policies & procedures works with / administrator on potential negotiation issues and seeks s input/approval of terms and conditions. All parties (//Sponsor) accept negotiated agreement. Page A2 of A9

3 Phase 5 Receive funding award receives sponsor award (Notice of Award), including approved award budget. Negotiation process may be initiated or Sponsor Award and COEUS Notice of Award may proceed directly to / for review and approval. If Protocol requirement pending then submits application to CAC or COUHES. CAO COUHES/CAC Dean/VP Research (if necessary) Committee approvals: COUHES/CAC Cost sharing form Mandatory CAC or Human Subjects training completed A-21 Sponsor Gift v. grant guidelines forwards IRB number to unpin approval by CAC or COUHES. forwards IRB number to sponsor. Documentation of and researcher s completion of CAC or human subjects training must be completed. Cost sharing identified. Subawards identified. Page A3 of A9

4 Phase 6 Set up award and cost object/s SET UP COST OBJECT Representative communicates with regarding fund centers, profit centers and cost object structure (i.e. child accounts for cost sharing, subprojects). Representative completes data sheet for Data Entry Admin containing all information regarding terms and conditions. (Representative, Data entry, RSO) Proposal/Sponsor Award Federal regulations Terms and conditions SAP cost object structure Profit/fund center info COEUS input instructions F&A input instruction Cost sharing template & management instructions business rules Cost sharing regulations Subaward preparation/content Underrecovery F&A Account type and choice guidelines Gift v. grant guidelines Representative submits data sheet to data entry group for input into COEUS and creation of cost object. Representative reviews internal Notice of Award (NOA) including F&A specifications and approves. receives NOA, reviews, and obtains approval. approves and returns to if requested by. establishes roles authorizations SET UP SUBAWARD submits requisition to Research Subawards Office (RSO). RSO reviews request for compliance with the prime award. RSO contacts requestor or if additional info is needed. RSO executes copy of the subaward agreement. completes cost-sharing template and forwards to, if appropriate. Page A4 of A9

5 Phase 7 Transact against award Effort distributed. Payroll expenses charged. Purchases of materials and services using the MIT credit card and electronic procurement systems. Equipment acquisitions tracked through the Property Office. Travel expenses reviewed through the Travel Office. CAO (Payroll, Travel, Property) Authorized requisitioners Approvers Available balances through SAP Terms and conditions through COEUS Pricing data for procurement activities Appropriate backup for invoice payment and credit card charge verification GL account listing Knowledge of allocable salary and non-salary expense Sponsor guidelines Award terms and conditions University audit guidelines University travel policies Vendor justification for materials, services and equipment And other cost policies listed above under Phase 2 MIT policies and procedures Fees for services charged via the journal voucher system. Invoices are paid through Accounts Payable with appropriate approvals from the s. s reference University wide, sponsor and award specific guidelines to assure the appropriateness of incurred charges. F&A, EB, vacation accrual, transaction fee and allocation rates are automatically applied to cost objects based on negotiated rates and costing sheets established through CAO. Page A5 of A9

6 Phase 8 Manage sponsored award Financial Review & Control Effort certification Fabricated equipment Cost transfers Prior approvals Monitor and fund underrecoveries CAO (Payroll, Property) Authorized reviewers Terms and conditions through COEUS Appropriate backup for invoice payment and credit card charge verification GL account listing First hand knowledge of people working under award Knowledge of allocable operating expense All listed above in Phase 2, with the addition of: Sponsor guidelines Award terms and conditions University audit guidelines Monitor cost-sharing plans and expenses monitors expenditures and spending rates to assure that incurred costs are appropriate and within funding limits. Phase 9 Report on award Property office submits required property reports. Financial and technical reports are submitted to sponsors in accordance with terms and conditions of awards. (CAO prepares the financial reports with input from the and the prepares the technical reports). completes required IP reports of disclosed technology. CAO Property TLO Researchers Cumulative expenditures by GL account for period under review through SAP Authorized totals as compared to expenditures and available balances for period under review through SAP Terms and conditions including travel, equipment, cost sharing and underrecovery of F&A through COEUS Other special compliance issues as needed Sponsor guidelines Award terms and conditions University audit guidelines University travel policies Page A6 of A9

7 Phase 10 Collect funds Letter of Credit draw-downs: for grants and contracts funded through letters of credit, sponsored accounting staff calculates the amounts to be drawn, every three to five days during the month, based on reports from SAP Accounts Payable and Payroll. The Sponsored Accounting administrator makes the periodic draw-downs based on these calculations. Billing: a billing process is run once a month based on sales agreements in SAP, created via feed from COEUS from data entered by SAP. Depending on the billing arrangement, bills are mailed, faxed or submitted electronically to sponsors, or the billing creates a transaction to distribute the amount drawn on the letter of credit to the agreement. Payment: Sponsors send payment via check or wire, and payment is applied against the invoice in the SAP accounts receivable system by the cashier or the sponsored accounting administrator. CAO (Cashier s Office, Sponsored Accounting) Recording Secretary (for foundation grants) SAP/DW & payroll reports on spending Access to electronic letter of credit tools at bank COEUS billing information SAP A/R and Billing module for transaction process and reports; SAP/DW A/R and customer reports N/A Collection: Sponsored accounting staff coordinates with MIT departments and to follow up with sponsors and resolve any issues so as to collect any old outstanding accounts receivable. Foundation grant payments received are credited via Gift Record by Recording Secretary. Page A7 of A9

8 Phase 11 Close award and cost object/s Some agreements require interim financial reporting to the sponsor (including most federal awards). For these agreements, the Sponsored Accounting group prepares and submits the required reports, monthly, quarterly or annually based on information provided in COEUS. CAO (Sponsored Accounting, Controller) SAP/DW spending transactions; payroll detail COEUS reporting and spending requirements SAP A/R Cost-sharing A-21 When the end date of a grant or contract is reached, the CAO Sponsored Accounting staff member assigned to the agreement contacts the and Department to let them know the close-out process is starting. The transactions charged to the agreement are reviewed in detail, including payroll and vacation charges and credits, to ensure they are within the terms of the agreement. Allocated costs (F&A and EB) are re-calculated. Cost sharing obligations are verified, and any over or under-expenditure against authorized total is noted. Any unpaid customer bills are identified. Findings from this review are reported to the department, with a request to move any charges not consistent with the terms of the agreement, to give input into the reason for any unpaid customer invoices, and to provide a cost object for funding of any overrun, if there is an overrun. If unspent funds must to be returned to the sponsor, this is noted. When all necessary adjustments have been made, any final financial report that the sponsor requires is prepared and submitted by the Sponsored Accounting staff member, with a release signed by the Controller if required. Sponsored Accounting requests that put the wbs element into Term Code 3 status at this point, which does through COEUS and its feed to SAP. Page A8 of A9

9 Phase 12 Cost Analysis Annually, using actual cost data and available information on future increases/decreases, a Forward Pricing Rate Proposal (FPRP) is developed to establish F&A billing rates for future periods. Proposals are submitted to the Office of Naval Research (ONR), audited by the Defense Contract Audit Agency (DCAA) and rates are negotiated. At fiscal year end, a similar proposal of Actual Incurred Cost is developed, submitted, and audited. Final F&A rates are negotiated with the difference between billing rates and final rates being carried forward to future periods. Audit Division CAO (Property) Dean for Student Life Facilities HR Lincoln Fiscal Office (Office of Cost Analysis) Office of Budget Operations Office of Finance Provost Office Institute general ledger Depreciation schedules External interest analysis Division of Comparative Medicine billings Nuclear Reactor Lab billings Telephone/network cost Distribution Payroll detail OEO report Cost accounting standards Unallowable cost Direct/indirect cost Cost sharing Payroll certification Cost transfers Space classification Page A9 of A9