Proposal and Award Management Focus on Fundamentals Sponsored Programs Administration Grant and Contract Accounting April 20, 2017

Proposal and Award Management Series April 20, 2017 Focus on Fundamentals: SPA/GCA May 18, 2017 Proposal Review June 15, 2017 Award Management – Part 1 July 13, 2017 Award Management – Part 2 August 17, 2017 Round Table Discussions September 14, 2017 Reports and Queries: PeopleSoft and beyond

Sponsored Programs Administration (SPA) Fundamentals An overview of SPA Functions

Sponsored Programs Contacts Val Kettner Associate Vice President val.kettner@ndsu.edu Amy Scott Assistant Director amy.scott@ndsu.edu Jill Mackenzie Award and Program Officer jill.mackenzie@ndsu.edu Cindy Eleson Budget and Program Officer cindy.smelsereleson@ndsu.edu Wayne Wermager Budget and Program Officer wayne.wermager@ndsu.edu Shelly Sandstrom Program Assistant shelly.sandstrom@ndsu.edu Faye Klein Administrative Secretary faye.klein@ndsu.edu ndsu.research@ndsu.edu SPA Forms 231-8045

SPA Functional Areas Proposal Award Post-Award

Proposal Essentials PTF RFP Scope of Work Budget Justification Department & College Approval Faculty/PI Faye PTF Proposal Transmittal Form RFP Request for Proposal Scope of Work Detailed Budget Budget Justification Institutional Approval Val, Amy, Jill Cindy/Wayne

Award Process Pre-Award Award Review & Negotiation Dept. Chair Pre-Award Award Review & Negotiation Signatures & Project Initiation Val, Amy, Jill, Shelly Val, Amy, Joycelyn, Jill Faculty/PI Shelly

Post-Award Changes No-Cost Extension Budget Revision PI or Work Scope Change Shelly, Jill GCA, Shelly Shelly, Jill

Grant and Contract Accounting (GCA) Fundamentals An overview of GCA Functions

How a proposal becomes an award… Compliance Reviews also happen at during the SPA stages Proposals (includes Proposal, Budget, Work plan, Cost Share, etc.) Proposal Reviewed by SPA (Ag Proposals are also reviewed by Ag Budget) Official Award Contract Approved by SPA PTF and Official Award sent from SPA to GCA GCA Sets up Award Award Information Sheets are emailed to PI/Dept Admin SPA sends grant agreement to PI GCA prepares all financial reports to sponsors

Re-budget Requests GCA Rebudgeting Guidelines Send request to applicable GCA Officer (helpful to answer these 5 questions) What budget categories are going to be increased? What budget categories are going to be decreased? How will the rebudget help meet the project goals? For those categories decreased how will the decrease not impact meeting the project goals? Will there be a change in scope? If no-sponsor approval is needed the GCA officer will assist in getting the re-budget posted If sponsor approval is needed – the GCA officer will forward your re-budget request to SPA. No-cost Extension NCE Guidelines Complete the No-Cost Time Extension Request form on the SPA website and email to SPA Note: A no-cost extension should not be requested just to spend down remaining funds Disposition of Grants Disposition Guidelines The disposition of grant form should be completed when there is a change in PI and when a PI is leaving NDSU and has active grants

Pre-award Spending https://www.ndsu.edu/research/sponsored_programs_admin/pre_post_award_admin/#c442947 With, documentation of sponsor’s intent to fund – pre-award spending may be requested through SPA. These expenses must still following all the allowability tests: allowable, reasonable, allocable and necessary Grant vs. Gift (Restricted Gift vs. Unrestricted Gift) NDSU Policy 803 https://www.ndsu.edu/fileadmin/policy/803.pdf Grant Written agreement with specific use of funds beyond a broad programmatic designation, or Technical reports are required, or Financial reports are required, or The work being done has potential for intellectual property (i.e. patents & copyrights) Gift – Restricted – restricted to a program or more specific (79XXX fund Gift – Unrestricted – general use (local fund) Senior Design/Capstone Projects – setup as a special project in GCA

NDUS Challenge Grants Funds in 794XX range https://www.ndsu.edu/grants/challenge_grant_procedures/

Grant & Contract Accounting (GCA) Sara Ogundolani: 1-5939 – USDA (all sectors) Beth Astrup: 1-8393 – Dept of Interior, Dept of Defense, NASA, CNCS Mary Freeman: 1-8357 – Restricted Gifts, Grant Auditing, Administrative Support Teresa Driscoll: 1-5133 – ND Dept of Commerce, Industries (Private and Non-Profit) Laura Lutkemeier: 1-9802 – State Agencies & Commodity Groups, Effort Reporting David Munro: 1-1045 – DOT, Public Instruction, Non- Federal CNCS, Foundations, SEFA, Recharge Centers Ann Young: 1-8356 – NSF, DHHS, Dept of Education, Senior Design, Challenge Grants, Director

ERAC Update Electronic Research Administration & Compliance