Project Project ManagementManagement

ObjectivesObjectives

• Understand the roles and Understand the roles and responsibilities for grants responsibilities for grants managementmanagement

• Provide tips and tools for the day-to-Provide tips and tools for the day-to-day tasks involvedday tasks involved

• Discuss the most commonly Discuss the most commonly misunderstood conceptsmisunderstood concepts

Decentralized vs. Decentralized vs. CentralizedCentralized

• Decentralized means that the Decentralized means that the department has more control over department has more control over the financial management of the the financial management of the projectproject

• It also means the department has It also means the department has more responsibility for the financial more responsibility for the financial outcome of the projectoutcome of the project

StagesStages

•Proposal Proposal PreparationPreparation

•Pre-awardPre-award•Post-awardPost-award

Proposal PreparationProposal Preparation

•Assist the Principal Investigator Assist the Principal Investigator with budget preparationwith budget preparation

•Review proposal routing form Review proposal routing form for:for:–Budget AccuracyBudget Accuracy–Cost sharingCost sharing–SubawardsSubawards

Pre-Award/Post Pre-Award/Post SubmissionSubmission

• Award ReleaseAward Release– Award notifications must go through Award notifications must go through

the Central Officethe Central Office– All updates of pending grants must go All updates of pending grants must go

through the Central Officethrough the Central Office

• Advance Account SetupsAdvance Account Setups– Strongly encouraged to prevent Strongly encouraged to prevent

expenses from hitting the wrong expenses from hitting the wrong accountaccount

• Subaward managementSubaward management

Post-AwardPost-Award

• Grant Account SetupsGrant Account Setups• ProcurementProcurement• ReportingReporting• Staff Funding AllocationsStaff Funding Allocations• Amended Payroll Certification (APC)Amended Payroll Certification (APC)• Review ExpendituresReview Expenditures• Budget ModificationsBudget Modifications• Miscellaneous BillingMiscellaneous Billing• Grant TransfersGrant Transfers• Subaward ManagementSubaward Management• Account CloseoutAccount Closeout

Grant Account SetupsGrant Account Setups

•Establish Signature AuthorityEstablish Signature Authority•Review grant award and Review grant award and

confirm that the proposed confirm that the proposed budget and awarded budget budget and awarded budget matchmatch

•Provide Cost Share account Provide Cost Share account when requiredwhen required

ProcurementProcurement

• Ensure that purchased items are Ensure that purchased items are considered allowable costs to the grantconsidered allowable costs to the grant

• Purchased items must be received Purchased items must be received during the grant periodduring the grant period

• Use the correct G/L or expense object Use the correct G/L or expense object codecode

• Know the threshold for capital Know the threshold for capital equipment (UAMS is $2,500).equipment (UAMS is $2,500).

• Ensure that all purchases are received Ensure that all purchases are received and paid for before the project period and paid for before the project period expiresexpires

ReportingReporting

•Grant Financial Summary Grant Financial Summary ReportsReports

•Grant Financial Detail ReportsGrant Financial Detail Reports•The department grant manger The department grant manger

is responsible for ensuring that is responsible for ensuring that reports are distributed to the reports are distributed to the Principal Investigator in a Principal Investigator in a timely mannertimely manner

Staff Funding AllocationsStaff Funding Allocations

• Review the personnel listed in the grant Review the personnel listed in the grant proposalproposal

• Verify with the Principal Investigator the Verify with the Principal Investigator the percent of effort for all grant personnelpercent of effort for all grant personnel

• Significant changes should be reported Significant changes should be reported to the funding agency as soon as to the funding agency as soon as possiblepossible

• The grants manager should review the The grants manager should review the staff benefit reports on a monthly basis staff benefit reports on a monthly basis to verify the correct personnel have to verify the correct personnel have been charged to the grantbeen charged to the grant

Salary CorrectionsSalary Corrections

•Salary corrects must Salary corrects must correspond to the effort correspond to the effort reported on the grantreported on the grant

•Correction to salary are not Correction to salary are not allowed for the purpose of allowed for the purpose of spending down the grant spending down the grant fundsfunds

Review ExpendituresReview Expenditures

• Procurement IssuesProcurement Issues– Each month review IDTs, service center Each month review IDTs, service center

charges, and rechargeable servicescharges, and rechargeable services– Compare budget to actual expensesCompare budget to actual expenses– Review open purchase ordersReview open purchase orders– Notify rechargeable services when the Notify rechargeable services when the

account number changesaccount number changes– Interdepartmental transfers must be Interdepartmental transfers must be

done in a timely mannerdone in a timely manner

Review Expenditures Review Expenditures (cont.)(cont.)

• Compliance IssuesCompliance Issues– All prior approval requests must be All prior approval requests must be

submitted to the funding agencysubmitted to the funding agency– Comply with institutional proceduresComply with institutional procedures– Forward all grant agency Forward all grant agency

communication and decisions to the communication and decisions to the central office when requiredcentral office when required

– Cost share must be reviewed monthly Cost share must be reviewed monthly as wellas well

Review Expenditures Review Expenditures (cont.)(cont.)

•F&A Cost PostingsF&A Cost Postings– Review F&A cost postings each Review F&A cost postings each

monthmonth•MTDC – capital equipment, MTDC – capital equipment,

patient care costs, patient care costs, scholarships, fellowships, scholarships, fellowships, trainee costs, and subcontracts trainee costs, and subcontracts in excess of 25,000in excess of 25,000

Review Expenditures Review Expenditures (cont.)(cont.)

• Cost TransfersCost Transfers– Reasonable, allocable, consistent Reasonable, allocable, consistent

treatmenttreatment– Transfers to NIH grants by grantees Transfers to NIH grants by grantees

should be done within 90 days of should be done within 90 days of when the error was discoveredwhen the error was discovered

– Know the rules of the granting agency Know the rules of the granting agency and the institution regarding and the institution regarding allowability of cost transfersallowability of cost transfers

Budget ModificationsBudget Modifications

•Track budget revisionsTrack budget revisions•Must be authorized by the Must be authorized by the

Principal InvestigatorPrincipal Investigator•Some grants require prior Some grants require prior

approval for all budget approval for all budget revisions revisions

Miscellaneous BillingMiscellaneous Billing

• Grants Accounting is responsible Grants Accounting is responsible for billing on most accountsfor billing on most accounts

• Invoicing must be done according Invoicing must be done according to the requirements of the grantorto the requirements of the grantor

• Grants Accounting is generally Grants Accounting is generally responsible for ensuring that the responsible for ensuring that the invoices have been sent and that invoices have been sent and that payments have been received for payments have been received for reimbursementreimbursement

Grant TransfersGrant Transfers

• Between DepartmentsBetween Departments– When a PI transfers to another When a PI transfers to another

department – administration of the PI’s department – administration of the PI’s grants also transfersgrants also transfers

– The current Department Administrator The current Department Administrator should contact the new Department should contact the new Department Administrator to facilitate the transferAdministrator to facilitate the transfer

– The central office may need to be notified The central office may need to be notified when a transfer is occurringwhen a transfer is occurring

– All cost share issues should be resolved All cost share issues should be resolved prior to the transferprior to the transfer

Grant Transfers (cont.)Grant Transfers (cont.)

• From Institution to a New InstitutionFrom Institution to a New Institution– Complete a Relinquishing Statement Complete a Relinquishing Statement

(PHS 3734) for NIH grants(PHS 3734) for NIH grants– Provide a Cost Summary Report to Provide a Cost Summary Report to

Grants AccountingGrants Accounting– Grants Accounting will do the FSRGrants Accounting will do the FSR– Prepare an inventory list of all Prepare an inventory list of all

UAMS tagged equipment purchased UAMS tagged equipment purchased on the granton the grant

Grant Transfers (cont.)Grant Transfers (cont.)

• To Institution from another InstitutionTo Institution from another Institution

– Obtain a copy of the Obtain a copy of the Relinquishing StatementRelinquishing Statement

– Prepare an new applicationPrepare an new application– Transfer subcontractsTransfer subcontracts– Possibly set up an Advance Possibly set up an Advance

AccountAccount

Subaward ManagementSubaward Management

• Proposal StageProposal Stage– Subawards should be incorporated into the Subawards should be incorporated into the

proposalproposal

• Post-award StagePost-award Stage– Prepare subaward agreementPrepare subaward agreement– Create a Purchase RequisitionCreate a Purchase Requisition– Technical MonitoringTechnical Monitoring

• CloseoutCloseout– Final payment made before CSR completedFinal payment made before CSR completed

Account CloseoutAccount Closeout

• Cost Summary Report is the KeyCost Summary Report is the Key• Make sure everything is Make sure everything is

received an paid for by the end received an paid for by the end of the project periodof the project period

• Prepare the final invoice for Prepare the final invoice for payment within the terms of the payment within the terms of the awardaward

Tips and ToolsTips and Tools

• Reconciliation of expensesReconciliation of expenses• Commitment managementCommitment management• Personnel managementPersonnel management• RebudgetingRebudgeting• InventoryInventory

Questions?Questions?