Post on 22-Dec-2015
transcript
Overview
• Different Types of Positions involving Research Administration
Within Departments
Within Central Units
Overview con’t
• Different Models within Departments
Preaward and Post award separate
Pre- and post award combined
Overview con’t
• Focus on certain types of sponsoring agencies or develop a familiarity with a wide variety of agencies and types of sponsored research (grants, contracts, cooperative agreements, subcontracts, etc.)
Overview con’t
• Common Aspects Deadline driven job Requires continual learning on the job Utilizes basic skills of Accounting Creating/ Manipulating Spreadsheets Proactive, Clear Communication Time Management
Pre Award
• Activities may include:Reading sponsor announcementsCommunicating with PIPreparing budget and budget justificationPreparing and routing the PRFSubmitting the proposal package to SPA/ electronically/directly to agency
Pre Award• Reading sponsor announcements
Learn how to read and interpret RFPs, PAs, RFAs, other specialty announcementsUnderstand terminology (e.g. fixed price, grant, contract)Follow sponsor requirements (format, type of submission, budget requirements)Understand other areas of contract language (e.g. intellectual property, publication)Know when and what to send to SPA for review/ clarification
Pre Award• Communicating with PI – As early as
possible!Discuss who is responsible for each section of the proposalPrepare a schedule/ timeline clearly showing how long it will take to complete each part of the proposal AND get it out the doorLearn about the science/ prepare questions to ask PI necessary to complete budget and justificationDiscuss any limitations stipulated in the announcementDiscuss IDC issues – rates/ waivers; IDC sharing
Pre Award• Prepare Budget and Justification
Review A21 and U of MN rules as well as specific requirements in the announcementUnderstand format required (e.g. effort in hours, person months, percentage)Understand Agency requirements around F&ACommunicate with potential sub recipientsUnderstand other issues that may arise (e.g. salary cap limitations, program income, cost sharing)Make sure budget narrative supports budget decisions
Pre Award
• Prepare and route PRFContact other units well in advance to let them know what is comingDiscuss IDC sharing issues – know how your Assoc. Dean for Research interprets/ implements the policyAllow enough time; make sure PI is registered and knows how to use EMGS
Pre Award
• Submitting proposalKnow SPA deadlinesKnow what SPA expects to see in order to prepare institutional endorsement of proposalBe clear with SPA who is doing what
Post Award
• Activies may include:– Reading and interpreting Sponsor
agreement and NOGA– Working with PI – Monitor budget– Accounts receivable– Certified Approver
Post Award
• Sponsor agreement and NOGA– Learn how to read and interpret sponsor
agreements – Learn how to read and interpret NOGAs– Know when to contact SPA or Sponsor
for additional information or clarification.
– Know the importance of documentation and it’s management
Post Award
• Working with PI– Open respectful 2 way communication– Be proactive
• Inform PI of potential problems• Monitor budget so there are no surprises
at closeout
Post Award• Monitor Budget
– Be proactive– Know IDC rates and how they will
affect spending– Rebudget when necessary– Know sponsor limitations– Approve payment transactions– Setup payroll distributions– Effort
Post Award
• Monitor Budget (con’t)– Budget adjustments– Work with other departments on
collaborative budgets– Setup and monitor Internal Service
Organization (ISO) transactions. – Work with SPA at setup– Work with SFR at closeout
Post Award
• Accounts Receivable– Monitor payment on sponsor invoices– Approve invoice transaction prior to
SFR billing– May have to contact sponsor– Work with department adm to identify
funding source in the case that payment is not made
Post Award
• Certified Approver– Two part test to obtain certification– Certifies and/or approves transactions
sponsored project– Makes sure that justification is in
place for purchases– Know which transactions are allowable
for each sponsor and approve as applicable
SPA and SFR
Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN
SPA and SFR (con’t)• SPA:
– Reports up to the Vice President for Research
– Handles pre award: proposal submission, contract negotiations, award set up
• SFR:– Reports up to the Controller– Handles post award: Reporting &
invoicing, payment application, collections, close out
SFR Org ChartSue Paulson
Director
Kamala Upadhyaya
Associate Director
Mark RovaData Analyst
Marjorie NeboFiscal Officer
Accounts Receivable:Collections
Payment ApplicationClose Outs
Kerry MarsolekFiscal Officer
Non Federal Area:State of MinnesotaBusiness & Industry
Foundations
MN DOT
Tonya KnutsonFiscal OfficerFederal Area:
DHHSUS Dept of Education
NSFUS Dept of Energy
Federal Subcontracts
Sylvia TaubePrincipal Office & Admin
Specialist
Student Position
SFR Org Chart (con’t)
Marjorie Nebo
Kerry Marsolek
Tonya Knutson
Principal Accountants:
Lisa GowJulia Gordon (1/2
time)
Senior Accountants:Karen Dahlheimer
Dick HartmannNaison MadsonTodd Stroessner
Accountants:
Christina CheungMisty Bauermeister
Boon-Yi CheahStaci Gallahue (EFS)
Jim KaintzStephanie Kranitz
Kristin LienChris Ybarra
Senior Accountants:Kristie Berglund
Jane Hatlevik
Principal Accountants:Michele DobsinskiJulia Gordon (1/2
time)
Accountants:Bridget Al-QublanXuefei Hu (Fay)
Andrea HyllengrenLeah Mumm
Tuan Ta
Accounts Receivable Accountants:
Tatyana EstrinJill Neu
Principal Collection Representatives:Nayubel Bernard
Latina LaFloreCarly Prelwitz
Melvin Commodore
Job Requirements• SFR employees have:
– Excellent communication skills– Their own assigned workloads– An understanding of the invoicing and
reporting requirements for each award they are assigned
– Excellent (internal & external) customer service skills
– Accounting, database management and Excel experience
Job Requirements (con’t)
• Appointments in SFR are deadline driven, therefore– Time management skills and – OrganizationAre extremely important!
Resources!
SFR website:www.controller.umn.edu/SFR/sponsored_reporting.htm
Tonya Knutson
612-624-7850
knuts055@umn.edu