POST AWARD INTRODUCTION Linda Brown, Associate Director, Maryland Institute for Policy Analysis and Research (MIPAR) Gina Fischer, Business Manager, Engineering Building Business Services Center 1 Departmental Research Administrators Training Track

The Critical Role of the Departmental Research Administrator (RA) Learning Outcomes 1. Get a better understanding and appreciation of just how critical the RA’s role is in the life cycle of a sponsored research award. 2. Elements of responsibility for the RA. 3. Learn of resources to aid continued success in the role of the RA. 2

Overview of the Role of the Departmental Research Administrator  Assist faculty with preparation and submission of research proposals (if applicable, see module #2).  Administer faculty research awards  Accounting and Reconciliation  Planning and Forecasting  Work with Office of Sponsored Programs (OSP), Contract and Grant Accounting (CGA) and other related units on campus.  Serve as first line compliance monitor for the award.  Effort Report Certification

Award Life Cycle Proposal Stage Get Award Award Duration Close- out

I Have A New Award—What’s Next Documents the RA must have:  Notice of Award from Sponsor  OSP – Event Notification Sheet  Detailed Budget and Budget Justification  GET HELP handout!!

Start-up Meeting with P.I. Points of Discussion  Who’s who – define key personnel, grad assistants, etc.  Review Budget Items  Major purchases (equipment>$5,000, consultants, subawards)  If subaward included, meet with OSP  If cost share included, meet with CGA  Participant Support Costs  REMEMBER – ALLOWABLE, ALLOCABLE, REASONABLE, CONSISTENT!!!

Let’s Get Started !!!  Get chartstring information and get Combo Codes (PeopleSoft HR>Payroll for North America>Commitment Accounting>Valid Combo Table)  Set up Payroll (coordinate with payroll preparer if applicable).  Initiate Procurement/Purchases (coordinate this effort with department’s P-card holder, procurement office, and your PI).

Critical Areas to Monitor  Purchasing  Travel  Payroll  Subawards  Cost Share (if applicable)  Participant Support Costs (if applicable)

Monthly Monitoring and Reconciliation  Run grant summary and detail report and verify against all supporting documentation.  Verify F&A (Indirect) costs  Notify CGA if budgets or F&A are incorrect  Initiate follow-up procedures for unreconcilable items.  Identify  Analyze  Take corrective action

Interim Status Reports to PI and Chair (if applicable) PI’s and/or Department Chairs may request:  Balances  Projections  Variance reports (how is spending different from original budget)  List of uncertified Effort Reports

Changes to the Award Coordinate with OSP and CGA  Additional funding  No cost extensions  Budget modifications – see award for modifications that require prior approval—not all modifications require this.  PI changes, transfers to or from other universities

Closing the Award  Follow Close-out Checklist  Coordinate with PI and OSP for Technical and Patent Reports (if applicable)  Coordinate with CGA for Certification of Expenses and Final Financial Reports  Move all payroll to a new source of funding (if applicable)

What Makes a “Good” Business Manager Faculty’s point of viewCentral Administration’s point of view Customer serviceBeing responsive Being responsiveBeing consistent Being availableBeing proactive Being reliableBeing a buffer between faculty and OSP Sheltering faculty from administrativeprocesses Compliance with all Sponsor regulations Finding a way but staying LEGAL

A Successful Research Administrator…  Supports faculty and department in research and administrative functions  Advocates for and advises faculty and staff  Establishes a support system on campus  Stays current in research policies and procedures

RESOURCES o 2 CFR Part 220 (formerly A-21) o Professional Organization Websites, Conferences and Workshops o NCURA – o NACUBO – o SACUBO – o SRA – o Grants.gov – (all Federal Agency website link s) o Federal Acquisition Regulation (FAR) – o UMBC RESOURCES - Get Help handout

QUESTIONS ????