Post-Award Grant Administration Presented by: Sponsored Program Accounting Updated: Fiscal Year 2019

Overview Functions of Sponsored Program Accounting Life Cycle of a Grant (Post-Award) Proactive Approach to Managing Grants & Contracts Questions and Answers

Functions of Sponsored Program Accounting Post-award administration of grants and contracts (5xxxxx) Gift Accounts (2XXXXX), Research Stim (103xxx), Research Incentive (1037xx, 1047xx), Faculty Startup (1048xx), Health Disparities (107xxx-107030) & CHOIR (1071xx-107130) AU set-up, billing and collection, financial reporting, close-out Processing of expenditures (salary and non-salary) Ensure compliance with OMB Circulars A-21, A-110 & A-133, & Uniform Guidance Sub-recipient monitoring Effort certification for Lakeside Campus Submission and negotiation of FB rates & F&A rates Survey completion / federal data collection Annual audit coordination: single audit & program-specific

Stages in Grant Administration (Post-Award) Life Cycle of a Grant Post Award AU Setup Expenditure Processing Billing and Collection AU Close-out Financial Report Continuation or Competitive Renewal Stages in Grant Administration (Post-Award)

AU Set Up – Post Award PI & PI’s Department SPA Ensure ORS has an executed copy of the notice of award Prepare the post-award budget with ORS Review AU set-up package received from pre-award offices Update SPA Hub tracker regarding set-up status Assign attributes and create AU in Lawson Email notification of new AU number and grant materials Signature Form “Obtaining Access” link Post Award resource link Post Award AU Setup Expenditure Processing Billing and Collection AU Close-out Financial Report Continuation or Competitive Renewal

AU Set Up – Pre Award PI & PI’s Department SPA Complete the Advanced Account Authorization Form (AAAF) Guarantee AU Approval Requirements Submission to ORS Follow-up with sponsor on status of executed agreement Absorb any expenses incurred if the grant does not come through Review AAAF & AU set-up Review correspondence from sponsor Monitor spending levels Extension of 90 day guarantee period Update AU attributes once award received Post Award AU Setup Expenditure Processing Billing and Collection AU Close-out Financial Report Continuation or Competitive Renewal

Expenditure Processing Basic Costs Considerations Allowable Allocable – assignable, direct benefit Reasonable – prudent person test Consistent – direct vs. indirect expense Post Award AU Setup Expenditure Processing Billing and Collection AU Close-out Financial Report Continuation or Competitive Renewal

Expenditure Processing PI & PI’s Department SPA Submission of payroll forms for salary expenses Initiate check requisitions, expense reimbursements, pro- card transactions, POs, etc. Monthly review of all charges Preparation of cost transfer forms Re-budgeting requests Timely submission of cost share supporting documentation, where applicable Review payroll forms and process retroactive adjustments Review non-salary expenses Email monthly reports Process cost transfers & re- budgets Post Award AU Setup Expenditure Processing Billing and Collection AU Close-out Financial Report Continuation or Competitive Renewal

Billing and Collection PI & PI’s Department SPA Review charges monthly to avoid incorrect billing Completion of required progress/scientific reports Preparation of invoices for clinical trials Preparation of invoices Payment Type Expenses in General Ledger Drawdown of federal funds (NIH, NSF, DOED, etc.) Follow-up on aging invoices and outstanding scheduled payments Post Award AU Setup Expenditure Processing Billing and Collection AU Close-out Financial Report Continuation or Competitive Renewal

AU Close-Out PI & PI’s Department SPA Final review of expenditures Submission of payroll forms to stop salary charges Preparation of cost transfer forms for non-salary costs Clear commitments / POs Resolution of overdraft or unused funds NCE / Continuation Funding Coordinate extension with ORS Submit AAAF Review grant closeout departmental checklist for additional project sunset guidelines Email notification of approaching end dates Important closeout notifications and reminders are included and linked Final review of charges on grant to ensure compliance Process salary adjustments and non-salary cost transfers Refund unspent funds Post Award AU Setup Expenditure Processing Billing and Collection AU Close-out Financial Report Continuation or Competitive Renewal

Reporting Requirements PI & PI’s Department SPA Completion of scientific and technical reports, invention statements and other programmatic reports Preparation of carryover request (if approval required) Carryover Letter Carryover Budget Preparation of ALL financial reports Federal Financial Report (FFR) Award-specific Quarterly cash reconciliation Report of Expenditures Audit Requirements Program-specific Single Audit Post Award AU Setup Expenditure Processing Billing and Collection AU Close-out Financial Report Continuation or Competitive Renewal

Proactive Approach to Managing Grants Set-up pre-award AUs and continuous follow-up on award notice Review monthly expenditure reports and communicate corrections to SPA as soon as possible Timely revision of payroll forms to avoid overdraft, out-of-period expenses and late cost transfers over 90 days Watch for grant end dates (continuation, AAAF or close-outs) Close all AUs that have ended, are fully spent or are not needed

SPA Website SPA Website – https://luc.edu/spa/index.shtml About US FAQ DS2 Disclosure Statement Organization Chart Training Materials & Guides Policies and Procedures Resources Forms Rates Key Contacts OMB Circulars: A-21, A-110, A-133 & Uniform Guidance Obtaining Access links Pre-award Office links

Questions?