RAS Overview August 2017 Presented by: Kathleen Bienkowski Associate Vice President, RAS August 2017

Sponsored Award Lifecycle at Emory (Grants) 2. Develop Proposal (PI, Pre-Award RAS) 1. Develop an Idea & Identify Funding (PI) 3. Review & Submit Proposal (OSP) Pre- Award 4. Sponsor Notice of Award (PI,OSP) 9. Close-outs (RAS, FGC) Post- Award Award Set-up 8. Reporting (RAS, PI, FGC, FSR) 5. Award Set up in Compass/ Issue eNOA (FGC) High level view of the sponsored research lifecycle. Lots of groups involved, however RAS is here to help you navigate the process and is your main point of contact along the entire lifecycle. 7. Post-Award Management (RAS, PI, FGC, AR) 6. Establish & Execute Sub-awards (OSP) RAS – Research Administration Services http://ras.emory.edu/ OSP – Office of Sponsored Programs http://www.osp.emory.edu/index.html FGC – Finance, Grants and Contracts http://fgc.emory.edu/ AR – Accounts Receivable/Cash Team

RAS Unit Structure* RAS Director Pre-Award Manager Pre-Award Administrators Post-Award Manager Post-Award Administrators * Some variation exists across units

RAS Unit Responsibilities Scope: Sponsored Awards Post-Award Entering Budgets into Compass Distributing eNOAs Requesting sub-awards Reconciliation and projection of award expenses Preparing for invoicing (for cost reimbursable and scheduled pay by task only) Preparing/submitting financial reports (i.e., FFRs) Effort pre-certification Facilitating award changes Financial close out of award PAN requests (Pre-Award Numbers) Pre-Award Assistance with proposal preparation Budget development Entering proposal into EPEX JIT process management PAN requests (Pre-Award Numbers) RPPRs (Research Performance Progress Report) Supplemental funding requests Transition from Pre-Award to Post-Award Administrator occurs when eNOA is distributed from FGC Deeper dive into RAS: Pre-Award: PI informs the RAS they are submitting a grant or the PI completes the Intent to Submit form The Pre-Award Manager replies to the email and will ask the PI to complete the Intent to Submit form, if it has not been completed. In the reply, the manager appoints a research administrator (RA) to work with the PI. (The manager should respond to the PI within 2 working days.) The RA emails the PI after they have reviewed the Intent to Submit form and begins a starter budget or sets up a budget meeting if necessary. Once the ITS form and the starter budget is returned, the RA will create a preliminary budget and return it to the PI for approval. Encourage  planning meetings on pre-award   Post-Award – Key Activity – Award Reconciliations Reviewing transactions, including salary, for accuracy Ensuring charges are allowable Performing and analyzing projections Ensuring salaries can be paid through grant end date Ensuring there is adequate funds for supplies and other expenses Meeting with PI and reviewing balances and projections (default is every 60 days, but can be modified based on need) Invoicing and Financial Reporting Preparation Collaborate with FGC to ensure invoices and financial reporting is complete Submit Award Reconciliation Tool (ART) to FGC based on reporting requirements Closing Out Projects Perform final budget and expense analysis Clear deficits and/or transfer residuals if applicable Complete closeout documents RAS is the Primary Interface for Faculty with Office of Sponsored Programs (OSP), Office of Technology Transfer (OTT) and Finance, Grants and Contracts (FGC)

RAS Website Overview/Demo http://ras.emory.edu Have everyone pull the website up on their phones to find their RAS unit. Recommend requesting an introductory meeting with RAS Director.

Working with Your RAS Unit: Keys to Success - Pre-Award Inform your RAS unit as soon as you decide to submit a proposal for all externally funded research For best service and quality, notify RAS a minimum of 20 days days prior to the sponsor due date For larger proposals (e.g., Us, Ps, and Ts), providing notice several months prior to deadline is strongly advised Notify RAS via online Intent to Submit Form or via phone or email Go to your RAS unit home page for process, links and contacts Participate in a proposal kick-off meeting with the pre-award administrator assigned to your proposal Communicate any pertinent changes throughout the proposal development process to the pre-award analyst in a timely manner Submit required documents in a time frame that ensures timely and thorough review by the RAS and the pre-award central office (OSP – Office of Sponsored Programs) Escalate any questions or concerns to the pre-award manager, the RAS unit Director or RAS AVP

Working with Your RAS Unit: Keys to Success - Post-Award Participate in an introductory meeting with the RAS post-award administrator assigned to your award(s) and agree on frequency of future meetings “Standard” meeting frequency is every 60 days, but can be more or less based on need Attend and actively participate in meetings to review the financial status on your awards and project future expenses Note: New EBI Reporting Tools in development which will provide a consolidated view of sponsored and non-sponsored funds Alert your post-award administrator of potential awards, including continuations, so a provisional account number (PAN) can be established for funding Inform your post-award analyst of any effort changes for you, your team, or anyone on your awards and certify prior to the deadline Escalate any issues to your post-award manager, the RAS unit Director or RAS AVP

Helpful Links RAS Home Page http://ras.emory.edu Investigator’s Guide - Home Page http://www.or.emory.edu/ig/ig-home.html Link to current policies http://med.emory.edu/administration/policies/research/index.html Glossary of terms http://med.emory.edu/administration/faculty_affairs_dev/documents/SOM_Glossary.pdf Effort Reporting http://www.osp.emory.edu/handbook/-fin-award-admin/effort-reporting.html NIH – How to Apply Guide http://grants.nih.gov/grants/how-to-apply-application-guide.html