Pre and Post Award – What You Should Know Presented by: Your Senior Contract & Grant Officers Sponsored Projects Administration

Agenda SPA Involvement – Pre Award – Post Award Award Review Informed Participant Agreements (IPA) Questions / Comments

SPA Involvement – Pre Award Bring SPA into loop Send RFP, guidelines, instructions – Any background information

You’ve heard it before…so why again? We can prioritize and prepare Guidelines may include terms and conditions that are contrary to UC policy

For Example… Excerpt from Juvenile Diabetes Research Foundation Applicant Guidelines

Why?...cont. We can tailor cover letter Have we done business with this entity before? Has any precedence been set? What have we don’t in the past? Is there guidance from UCOP? A Master Agreement?

Review of Draft Budget Review draft budget and budget justification We are required to collect full F&A – regardless of Sponsor type

When proposal is funded We have been proactive Should not need to spend lengthy amount of time negotiating or revising budgets Turnaround time is quicker: Receipt of award award synopsis

SPA Involvement – Post Award Notifications to Sponsor – No Cost Time Extensions (NCTEs) – Carry Forward Requests – Rebudget Requests Submission to Sponsor by SPA

Why is SPA involved?? Terms & Conditions of Agreement – Are we in Compliance? – Is it Allowable? Delays in Processing – Do we need to go back to Sponsor? – Are there Human/Animal protocols on project?

Remember… We are here to help you!

Award Review Importance of reviewing Award documents Common terms relevant to post-award department administration Prime Awards Other matters

Importance of Review Identifies the parties involved in the administration of the project The official record detailing legal responsibilities of the parties Terms and Conditions relevant to post-award administration

Common Terms Period of Performance – Pre-Award Spending – No-Cost Time Extensions Funding Restrictions / Usage of Funds – Return of grant monies – Subcontracting restrictions Contacts / Invoicing Instructions – Back-up documentation requirements – Sponsor notifications for spending thresholds

Common Terms (cont.) Modifications in Writing – Signatures from both Parties – Authorized Officials only Confidentiality – Marking proprietary documents – Input from PI and SPA Reporting / Deliverables – Updated schedules in modifications – Contracts by definition require deliverables

Prime Awards Prime sponsor is the ultimate source of funds Flow-through Terms and Conditions and Contractual Obligations

Other Matters Stock Transfers – Permitted as payment for award – Use of excess funds is determined by sponsor Foreign Currency – Normally negotiated in US Dollars – Award amount subject to change – Fixed exchange rates desirable

IPA = Informed Participant Agreement

Informed Participant Agreements Overview: Informed Participant Agreement – Definition IPA Procedure – A Head’s Up

Informed Participant Agreements Definition: An agreement that the PI, Department Chair, or Project Participant signs acknowledging acceptance of non-standard contract or grant terms. * non-standard = differs from UC policy

Informed Participant Agreements A Head’s Up: We’re standardizing our process, which means you’ll probably be seeing IPAs on a more frequent basis. – Significant Intellectual Property Interest = IPA – Significant Financial Interest = IPA or

Senior CGO Contact Information: Barbara InderwiescheLauren Ryan x4-7697x Amy KimbleChris Rigney x4-8634x