CRADLE TO GRAVE WORKSHOP POST AWARD

June 9, 2014

Katherine Newkirk, kbnewkirk@jhmi.edu

Research Service Manager, Division of Infectious Diseases

The Post Award Process

The Notice of Grant Award (NGA) Post award begins!

Distribute the Budget in SAP Subaward Set-up (if included in award) Adding Salaries via Eforms Account Reconciliation

Best Practices Progress Reports

The Notice of Grant Award (NGA)

NGA – cont.

NGA – cont.

Distributing the Budget (Handout) Use a template to assign dollars amounts to

the Sponsored Class Categories Reduce Data Entry Errors Save a Record of Entry

Things to Remember in GM Budget Create Your Credit and Debit amounts must always

equal Enter in amounts in the today’s current FY, not

necessarily the FY that the budget covers Include Revenue Sponsored Class if transferring

amounts to more than one IO within a grant.

Subawards Set-up

ORA Subcontract Office will email you and ask to complete the following to generate a Sub agreement Subaward Info Sheet (Handout) Statement of Work, which includes deliverables table Significant Financial Interest (SFI) Form for Subs IRB/IACUC Approval letters (if applicable)

ORA Subs will then send the partially executed agreement to the Subrecipient

The agreement is not executed until the Subrecipient signs & returns the agreement to ORA Subs for 96*IO creation

Subaward set-up takes time, this should always be a priority after the NGA is issued!

Subrecipient Monitoring

Fast Facts for July 1st Changes http://

www.hopkinsfastfacts.org/PPT/FFJune04_2014.ppt

Track your Subrecipient Invoices & Remaining Balance

Adding Salaries - Eforms

Salary Distribution for FY

Account Reconciliation - Overview

Needs to be completed on all sponsored IOs within 60 days of month end to be considered timely

Run BW Reports to get your account detail for review

Create a Review Sheet to document any unallowable expenses for transfer

PIs must sign offDoesn’t count without

documentation!

Account Reconciliation – PI Review

Sponsored Rev-Exp Summary

Sponsored Rev-Exp Detail

Summary of Gross Salary

Vendor Payment

Best Practices

Work closely with SPSS, and especially your specialist on workflow.

Constant review of funds. Communicate with PI’s! Often small

conversations and side comments will be revealing

Timely processing of any accounting items

Great post-award practices will make reporting effortless!

Importance of Organization

Attention to Detail Avoid Errors Work “Smarter not Harder” Improve Performance

Teamwork Increases Efficiency Raises Self-Esteem Promotes Creativity Creates Unity Increases Communication

Shadow Systems

Excel, Excel, Excel Adobe Forms Chart of Accounts Salary Distribution Subrecipient A/P Projection Worksheets Reconciliation Progress Reports

Progress Reports - Overview

Yearly reporting that updates the sponsor as to the status of the project Science – PI Responsibility Admin/Finance – RSA Responsibility

PIs/RSAs work in tandem the same way they do in preaward.

Completed electronically via eRA Commons as RPPR commons.era.nih.gov http://grants.nih.gov/grants/RPPR/

rppr_instruction_guide.pdf

Progress Reports – PI Components

Accomplishments Separate 2 pg pdf

Plans for next Reporting Period Publications

PI must use MyNCBI Other Support Pages for Key Personnel (Handout) Anticipated Challenges or Delays/Significant

Changes Inclusion Enrollment Report/IRB and IACUC

approvals Carryover Balance

Must explain if over 25%

Progress Reports – RSA Components

Assembling PI Components into the RPPR Assign Admin & Signing Officials Participants

Add all personnel over 1 cal month (8% effort)

PI included regardless of effort Budget, if applicable Route to your Signing Official for direct

submissionYou must also complete a Coeus PD

Questions

Katherine Newkirk, kbnewkirk@jhmi.edu Research Service Manager, Div of Infectious Diseases