Post-Award Non-Financial Tasks SPEAR Workshop Presented by: Elizabeth Slack

My Project Was Going According to Plan… …and then things changed!

Post-Award Non-Financial Tasks The process for making the tasks happen is steered by… FSU policies and procedures Sponsor regulations, such as 2 CFR 200.308 Such tasks include… Re-budgeting No-cost time extensions Award amendments Technical reporting Other instances where sponsor prior approval is required… or waived

Post-Award Non-Financial Tasks: What to Remember If you’re unsure, call SRA! We are here to help! 

Re-Budgeting How do we know to re-budget? Ideally, the PI/department knows ahead of time Sometimes, insufficient funds in a budget category What are the PI’s and department’s responsibilities? Send SRA a justification for the re-budget Send SRA a budget amendment Understand the Policy on Unallowable Costs on Federally Sponsored Agreements

Re-Budgeting What are SRA’s responsibilities? Determine whether sponsor approval or notification needed Contact sponsor if required Update budget in OMNI What are the sponsor’s responsibilities? Approve the re-budget, if needed

No-Cost Time Extensions How do we know a no-cost time extension is needed? Because the PI says so  What are the PI’s and department’s responsibilities? Send SRA a Prior Approval Request form; intended for most federal agencies, now used for all Understand SRA Procedures on Effort Commitments During No-Cost Time Extension Periods

No-Cost Time Extensions What are SRA’s responsibilities? If sponsor prior approval waived, SRA will notify the sponsor If sponsor prior approval required, SRA will contact the sponsor to request the additional time What are the sponsor’s responsibilities? None, if prior approval waived Approval, if prior approval required Award amendment, possibly even if prior approval waived

No-Cost Time Extensions On the Prior Approval Request form, mind the justification!

No-Cost Time Extensions Are these acceptable justifications?

No-Cost Time Extensions Are these acceptable justifications?

Award Amendments How do we know an award amendment is needed? Usually, because not all the time and funds were awarded initially What are the PI’s and department’s responsibilities? Review the amendment and, hopefully, approve it Send to SRA any internal paperwork needed, such as current IRB and IACUC approvals, and a budget amendment

Award Amendments What are SRA’s responsibilities? Review the amendment and, usually, get FSU’s signature on it Process the award amendment to update OMNI What are the sponsor’s responsibilities? Sign the award amendment

Technical Reporting How do we know when to submit technical reports? Sometimes, the award has a schedule Sometimes, the sponsor will ask when needed rather than providing a schedule What are the PI’s and department’s responsibilities? Write the report Send the report to SRA only if an authorized official’s signature is needed

Technical Reporting What are SRA’s responsibilities? Get FSU’s signature on the report Submit the report to the agency, if required Update the milestones in OMNI What are the sponsor’s responsibilities? Review and approve the report

Technical Reporting

Other Instances Requiring Sponsor Prior Approval Examples include but are not limited to… Change in scope Change in PI PI disengagement or substantial effort reduction; see Effort Commitment Policy Adding subrecipients; see Procedures for Issuing Outgoing Subawards Carry-forward Charging certain costs

Other Instances Requiring Sponsor Prior Approval Sometimes sponsors waive prior approval; see the Prior Approval Matrix Currently applies only to NSF, NIH, US Department of Energy Will apply to other federal agencies by year-end

Post-Award Non-Financial Tasks: What to Remember If you’re unsure, call SRA! We are here to help! 

Questions?