11 th Annual Post Award Workshop Sponsored by: Vice President for Research Sponsored Programs Office Sponsored Programs Accounting

iClicker A.I have a pending proposal(s) and/or funded award(s). B.I am support staff and/or from administration. C.I do not have either a pending proposal or a funded award. D.I am a party crasher and I am here for the lunch.

Organizational Overview Staff Introductions Project Payroll Certification Document (PPCD) The Post Award Process Institutional Research and Development (IRAD) Answer specific questions Workshop Goals/Objectives

VPR Structure for Sponsored Projects Administration VPR Vice President for Research Dave Reed SPO Sponsored Programs Office Julie Seppala PRE-AWARD SPO POST AWARD Sponsored Programs Accounting (SPA) IIE Innovation & Industry Engagement Jim Baker PRE-AWARD IIE

Sponsored Programs Accounting Tammy LaBissoniere Associate Director Kelly Kallio Grant Accountant Federal/Other Chris Stancher Assistant Grant Accountant Federal Pass Thru Expenditure Review/Financial Rpts Tracy LaPlante Assistant Grant Accountant Industry Federal Letter of Credit Billing Richelle Schwaller Grant Accountant State/State Pass Thru/Federal Pass Thru State of Michigan Christine Klein Billing Coordinator Invoicing & Receivable Collection/Financial Rpts Carol Frendewey Office & Account Assistant Expenditure Review Support Staff Karen Foltz Office & Account Assistant Support Staff

Responsibilities – Team Effort

Responsibilities – Principal Investigator (PI) and Department Chair/Director

Responsibilities – Sponsored Programs Accounting

Approximately how many invoices does SPA submit to Sponsors in any given year? A.5,000 B.3,000 C.1,500 D.500 FUN FACT “Funded/Awarded” does not always mean cash is received.

PPCD Certification

Sponsored Project is Awarded What Now? SPO/IIE receives award notification SPO/IIE reviews the terms & conditions SPO/IIE routes to PI with the Notification of Award (NOA) PI reviews the terms & conditions/NOA and approves SPO/IIE routes for authorized signatures SPO/IIE routes fully executed award to PI & SPA SPA sets up index number in Banner SPA informs PI & Dept Coordinator of the index #(s) PI begins work on project and spending begins

Approximately how many active Sponsored Projects does Michigan Tech have every year? A B C D. over 900 FUN FACT

Sponsored Project Spending Project Awarded/Spending Begins Paperwork submitted by PI & Department Coordinator/Correct Index(es) Charged PI & Department Coordinator review monthly financial reports If corrective action is needed, PI works with Department Coordinator

Is the Expenditure Allowable? Are the expenditures reasonable, allocable & consistently treated? Are the expenditures reasonable, allocable, applicable & consistently treated? Are there funds available and is the expenditure within the start/end date of the project? Is the expenditure allowable per OMB Circular A-21 and/or sponsor? What are some examples of unallowable expenditures? Does the expenditure require prior approval? What if the expenditure is unusual? When is budget flexibility a concern?

Budget Flexibility Budget Modifications

Approximately how much in expenditures on Sponsored Projects in one given year? A. $ 70 Million B. $ 43 Million C. $ 35 Million D. $ 25 Million FUN FACT

Tools for Managing Your Projects Budget versus actual expenses Encumbrance Labor Reports Detail Transaction Salary & Wages by Anniversary Year

Approximately how many payroll reallocations does SPA see in a year? A B.1,000-1,100 C.2,000-2,100 D FUN FACT

Reallocations

Award Closeout Remember: 90 – 60 – 45 – 30

Institutional Research & Development (IRAD)

Of the total $11M in Facilities and Administrative (F&A) costs collected in fiscal year 2011 how much was kept for central administration? A.$ 4M B.$ 7M C.$ 10M D.$ 2M FUN FACT

Post Award Wrap Up Ask SPA for help! Good financial management = project success Important to the process –Timely charges and reallocations –Timely closeout Costs must be reasonable, allocable, applicable and consistently treated IRAD indexes – project costs & grad support

Contacts Sponsored Programs Accounting (SPA) Tammy LaBissoniere Richelle Schwaller Kelly Kallio Sponsored Programs Office (SPO) Julie Seppala Kim Codere Lisa Jukkala Innovation and Industrial Engagement (IIE) Jim Baker Marilyn Haapapuro Tom Holzberger

Web Resources SPA website: Post Award Administration Manual management/PostAward_Manual.pdf Allowable/Unallowable costs: management/allowable-expenditures\ Charging expenditures to Sponsored Projects management/salary-wages-payroll Internal Budget Modification Guidelines guidelines.pdf Request for a budget modification Request for Budget Modification IRAD Guidelines