CRADLE TO GRAVE WORKSHOP POST AWARD June 9, 2014 Katherine Newkirk, Research Service Manager, Division of Infectious Diseases

The Post Award Process  The Notice of Grant Award (NGA)  Post award begins!  Distribute the Budget in SAP  Subaward Set-up (if included in award)  Adding Salaries via Eforms  Account Reconciliation  Best Practices  Progress Reports

The Notice of Grant Award (NGA)

NGA – cont.

Distributing the Budget (Handout)  Use a template to assign dollars amounts to the Sponsored Class Categories  Reduce Data Entry Errors  Save a Record of Entry  Things to Remember in GM Budget Create  Your Credit and Debit amounts must always equal  Enter in amounts in the today’s current FY, not necessarily the FY that the budget covers  Include Revenue Sponsored Class if transferring amounts to more than one IO within a grant.

Subawards Set-up  ORA Subcontract Office will you and ask to complete the following to generate a Sub agreement  Subaward Info Sheet (Handout)  Statement of Work, which includes deliverables table  Significant Financial Interest (SFI) Form for Subs  IRB/IACUC Approval letters (if applicable)  ORA Subs will then send the partially executed agreement to the Subrecipient  The agreement is not executed until the Subrecipient signs & returns the agreement to ORA Subs for 96*IO creation Subaward set-up takes time, this should always be a priority after the NGA is issued!

Subrecipient Monitoring  Fast Facts for July 1 st Changes   Track your Subrecipient Invoices & Remaining Balance

Adding Salaries - Eforms

Salary Distribution for FY

Account Reconciliation - Overview  Needs to be completed on all sponsored IOs within 60 days of month end to be considered timely  Run BW Reports to get your account detail for review  Create a Review Sheet to document any unallowable expenses for transfer  PIs must sign off Doesn’t count without documentation!

Account Reconciliation – PI Review

Sponsored Rev-Exp Summary

Sponsored Rev-Exp Detail

Summary of Gross Salary

Vendor Payment

Best Practices  Work closely with SPSS, and especially your specialist on workflow.  Constant review of funds.  Communicate with PI’s! Often small conversations and side comments will be revealing  Timely processing of any accounting items Great post-award practices will make reporting effortless!

Importance of Organization  Attention to Detail  Avoid Errors  Work “Smarter not Harder”  Improve Performance  Teamwork  Increases Efficiency  Raises Self-Esteem  Promotes Creativity  Creates Unity  Increases Communication

Shadow Systems  Excel, Excel, Excel  Adobe Forms  Chart of Accounts  Salary Distribution  Subrecipient A/P  Projection Worksheets  Reconciliation  Progress Reports

Progress Reports - Overview  Yearly reporting that updates the sponsor as to the status of the project  Science – PI Responsibility  Admin/Finance – RSA Responsibility  PIs/RSAs work in tandem the same way they do in preaward.  Completed electronically via eRA Commons as RPPR  commons.era.nih.gov  e.pdf

Progress Reports – PI Components  Accomplishments  Separate 2 pg pdf  Plans for next Reporting Period  Publications  PI must use MyNCBI  Other Support Pages for Key Personnel (Handout)  Anticipated Challenges or Delays/Significant Changes  Inclusion Enrollment Report/IRB and IACUC approvals  Carryover Balance  Must explain if over 25%

Progress Reports – RSA Components  Assembling PI Components into the RPPR  Assign Admin & Signing Officials  Participants  Add all personnel over 1 cal month (8% effort)  PI included regardless of effort  Budget, if applicable  Route to your Signing Official for direct submission You must also complete a Coeus PD

Questions  Katherine Newkirk,  Research Service Manager, Div of Infectious Diseases