FCM Grant Preparation Process:

Transcription

1 FCM Grant Preparatin Prcess: FCM Pre-Award: Our rle is t assist with the preparatin, review, apprval, and negtiatin f prpsal develpment and t advise FCM faculty & staff wh seek external funding frm federal, state, private, and lcal entities. Our services include cnducting funding pprtunity searches, assisting with budget preparatin/review f salary and benefit infrmatin, allwability f bedget expenses, indirect cst calculatins, COI frms, btaining necessary signatures, submitting cmpleted prpsals and crdinating the ruting f prpsals fr department HRRC review. The PI planning t submit a grant shuld cntact FCM s Pre-Award as early as pssible and schedule a meeting with a Pre-Award specialist t answer questins and assist with prpsal prcess. Yur submissin will then be added t On the Radar tracking list. We will then request a cpy, r a link, t the electrnic prpsal guidelines s that the guidelines can be reviewed. After the guidelines are reviewed, a checklist f requirements will be created fr the specific grant/cntract prpsal. In rder t allw enugh time fr all parties t review the final prpsal and t submit signatures, we request that the prpsal package be submitted t FCM Pre-Award 15 business days befre the deadline. Please see ur timeline fr details. Award Ntificatin Prcess HSC Office f Spnsered Prjects (OSP) is ntified that the grant is funded and receives a Ntice f Grant Award (NGA) OSP receives award and issues ntificatin t PI and department cntact via . The transmittal is sent t HSC Cntract and Grant Accunting (CGA) HSC CGA assigns a grant number and sets up the award in Banner. HSC CGA requests an index frm HSC Financial Services FCM Pre-Award cmpletes an Award Budget (ABS) which tells HSC Financial Services hw yu plan t spend the grant mney. At this time yur budget is revised. When the index number is received frm HSC Financial Services, HSC CGA ntifies the PI and FCM Pre-Award via and attaches the Signature Authrizatin frm. The PI cmpletes the Signature Authrizatin frm and returns it t HSC CGA. This will allw expenditures t be charged t the prject. If an index is needed prir t the fficial award ntificatin, please cntact the FCM research accuntant Elizabeth Dwns t prcess a Request fr Apprval t Spend Funds. Pst Award services are available t assist FCM faculty and staff in achieving the Statement f Wrk f spnsred prjects, while maintaining sufficient fiscal cntrls and ensuring cmpliance with: Terms and cnditins f the award, as well as state, lcal, and federal regulatins Expenditure f funds against budgets University plicies and applicable federal and agency guidelines Effrt certificatins The submissin f prject reprts

2 Clseut prcedures t cmplete an award The fund clsing prcess begins when the budget perid end dates expires. If yu anticipate receiving an extensin f supplement, please cntact FCM pst-award specialist, Virginia Chavez.

3 FCM RMT GRANT SUBMISSION TIMELINE All deadlines are calculated including the submissin date as the final day. Internal Grants Ntify FCM RMT f intent t apply as sn as pssible. Prvide budget and justificatin narrative s RMT can cmplete the applicatin and PDS. TWO DAYS BEFORE DUE: Submit final packet t FCM RMT including research plan, bisketches, letters, and COI. DUE DATE Submit by . Applicatins vary. Check the specific funder s website. An IRB (Departmental Review and Click/IRB Submissin) Date may be required prir t prpsal submissin Resubmissins require a cmplete new applicatin and clear acknwledgement f all previus reviewer cmments frm the previus Summary Statement.

4 FCM (External) Electrnic Grant Applicatin Submissin Timeline (BUSINESS DAYS): PI s begin t wrk n applicatin FCM Internal Departmental Review DRAFT Applicatin Due t HSC SPO/ PreAward FINAL Applicatin Due t HSC SPO/PreAward FINAL applicatin accepted withut any errrs FCM RMT shuld be ntified f intent t submit grant applicatin well in advance f this date. RMT prepares F&A waiver, if required. PI wrks clsely with RMT n all prpsal checklist items (i.e, budget and frms). 15-days prir t grant submissin due date, budget and checklist items are due t FCM RMT fr review. FINAL VERSIONS Prpsal Data Sheet (PDS). Allw time t btain signatures. Budget Budget Justificatin SubAward Budget and Justificatin, if needed. DRAFT VERSIONS Items such as abstract, research plan, specific aims, human subjects, enrllment tables, appendices, letters f supprt, bisketches and cnflict f interest frms (COI) and all appendices. Research Plan Budget Justificatin Enrllment Tables Narrative Abstract Bibligraphy Human Subjects Appendices Key Persnnel Bisketches COI frms/cver page fr all research staff Cpyright Frm Letters f Supprt SubAward packet, if applicable IMMEDIATELY FOLLOWING 5-DAY SUBMISSION OF FINAL APPLICATION TO SPO/PREAWARD: RMT Staff, HSC SPO/ PreAward & PI wrk tgether t reslve errrs/issues & submit packet t funding agency ASAP (befre due date). This allws adequate time fr electrnic system errrs t be addressed and fr the agency t receive the applicatin packet befre the grant submissin deadline. Exceptins t Due Dates require apprval frm Rbert Rhyne, Vice Chair fr Research and/r Dr. Larsn. Ntify RMT ASAP if a deadline will be missed & prvide an alternate deadline that can be met. If a late waiver is granted All dcuments must be FINAL when submitted t HSC SPO/ PreAward.

5 External Hard Cpy Submissins (Mail in): *Faculty members wh are unable t meet these deadlines due t unfreseen circumstances must: Ntify FCM PreAward ASAP Dr. Larsn and ask fr a late waiver and give a date f when their applicatin will be submitted t PreAward If a late waiver is granted, all dcuments MUST BE FINAL when submitted t PreAward

6 PREAWARD PROCESS BEGINS PreAward Receives Internal Frms. Final Prpsal and Final Budget t Spnsr (including additinal items such as subaward infrmatin, letters f supprt & COIs) PI Submits Revised Budget per Award Signature Authrizatin Frm with designated index fr verexpenditures is received frm PI **AWARD** PI Initiates Cmpliance Prcessing, if required (e.g., COI, IRB, IACUC) PreAward Prcess Cmpleted PI Transitin t Pst Award Meeting: (Recmmended) Pst Award and PI review: Financial Deliverables, Terms & Cnditins f the Spnsred Prject 1. Identifies r seeks a funding pprtunity thrugh available resurces and nline databases. 2. Arranges meeting with PreAward t discuss the Prpsal and Budget (ptinal) PreAward Prpsal Apprval/Signature PreAward reviews fr accuracy and cmpleteness; PreAward cmments r negtiates prpsed language prir t submissin; Submits t Spnsr if Electrnic; Returns t PI t Submit if Mailing. TO POST AWARD As required, Pst Award reviews expenditures, cmpletes billing, and fiscal reprting. Submits Prpsal Data Sheet frm with required signatures t PreAward: Ensure that: Other University units affected by the prpsal are frmally advised f the prpsal and frmal acknwledgement is received frm thse units; Full cnsideratin has been given t the prpsed prject, including cmmitment f time by the PI and resurces required t cmplete the prpsed wrk, including: space, equipment, facilities and persnnel, security issues; The use f University matching funds, when included in the prpsal, has been apprved at the department, unit, and cllege levels. Spnsr Ntifies PI r PreAward f Award (r Denial) Final Negtiatins f Award Acceptance executed via Assciate VP fr Financial Services signature (if required) AWARD FILE RECEIVED FROM PREAWARD Grant/Fund Set-Up in Banner: Review terms and cnditins t ensure accurate set up in financial system; Index Request; Ntice t PI, Prgram Staff/ Accuntant and PreAward f Index number; Send Signature Authrizatin Frm. NOTE: Prir apprval is required frm the University and/r the funding agency fr any mdificatin (e.g., budget revisins) during the budget perid. If funding agency apprval is required, prcess with a PDS thrugh PreAward. Pst award will cmmunicate impending budget perid end dates. PI must: Request N Cst Extensin -OR- Request apprval t Carryfrward Funds -OR- Prepare fr Clseut University f New Mexic Principal Investigatr Guide 08/2007

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8 Principal Investigatrs (PIs) are respnsible fr all aspects f their cntracts and research prjects, including schlarly activity and prper stewardship f awards. This summary addresses key PI respnsibilities fr versight and prject management. PROPOSAL DEVELOPMENT AND SUBMISSION IRB Infrm FCM Cntract & Grant Administratrs (CGA s) f intent t submit a grant r cntract s it can be added t The Radar Read grant instructins Wrk with CGAs t develp budget/justificatin, review F&A/fringe/Sub award infrmatin and submissin timeline and prpsal checklist Ensure that the level f effrt required fr a prpsed prject can be met relative t ther effrt cmmitments/prvide Other Supprt infrmatin Cnfirm cmpletin f CITI training by all prject staff and cmpletin f UNM HSC PI Grant Training curse Request Letters f Supprt ASAP Cmply with FCM Pre-Award / HSC Spnsred Prjects Office and spnsr due dates Obtain and maintain human subjects research apprvals frm UNM /relevant cmmunity partners All IRB applicatins must underg an FCM Dept. Scientific Review befre submissin t the HPRO PI/staff must cmplete UNM CLICK training and uplad IRB applicatin in CLICK fr review HSC IRB Cntinuatin/Clsure reprts are due 45 days prir t yur study s expiratin date. Review award terms and cnditins t cnfirm deliverables terms, reprt dates and restrictins n expenditures / apprvals needed fr prject changes AWARD DOCUMENTATION PI s share respnsibility with prject administrative staff /students fr nging administrative prject recrd and data management AWARD: Identify significant dates and activities, such as reprt due dates, timeline fr cmpletin f milestnes, and requirements fr award renewal/cntinuatin Hnr cmmunity cmmitments /meet bligatins in a timely manner PROJECT MANAGEMENT Oversee cnduct f the prject, including wrk f cllabratrs and sub-recipients Maintain prject related recrds Submit all required prject reprts n-time ACCOUNT/INDEX MANAGEMENT Crdinate with FCM accuntant/pst-award staff t ensure that persnnel and ther expenditure recrds are reviewed, apprved and maintained mnthly Ensure that expenditures charged t an award (fr persnnel, supplies, equipment, travel, etc) are allcable t the prject as well as allwable and reasnable Certify effrt semi-annually Mnitr effrt cmmitments. Ensure PI and key persnnel are meeting effrt cmmitments agreed t when award was accepted. Update effrt distributin as changes becme knwn Review award expenditures mnthly with accuntant and pst-award staff t ensure that expenditures are tracked, crrect and apprpriate ACCOUNT/INDEX MANAGEMENT CON T Review and apprve sub-recipient agreements and deliverables Review and apprve sub-recipient invices mnthly Review and apprve ther prject changes, sme f which may require spnsr apprval (such as a change t the scpe f wrk, r significant change in a PI s prject effrt) AWARD CLOSEOUT Befre the prject ends (3 mnths prir t the end date): Review the prject s financial status with prject accuntant Assure that sub-recipients have submitted r will submit all required deliverables, reprts and invices. Plan fr payrll changes and staff transitins Request a n-cst extensin when allwable and apprpriate Prepare and submit results fr publicatin Present results t cmmunity stakehlders When the prject ends, the PI shuld: Meet spnsr s deadline(s) fr final reprts Submit required final prject reprt Submit Cmmunity reprts Review the final financial reprt with accunt Submit IRB Clsure Reprt Retain the prject recrds fr at least 3 years after submissin f the final reprt

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