Debra Murray, Georgetown University Tolise Miles, Children’s National Medical Center Clairice Lloyd, Georgetown University Medical Center Pre-Award and Post-Award Merging Forward for Success

Pre-Award Clairice Lloyd, CRA Senior Grants and Contracts Officer Office of Sponsored Research Tolise Miles Senior Grants and Contracts Specialist Grants and Contacts Office

Examine Pre-Award Procedures/Processes – Notification of Proposal Submission – Assistance and Guidance – Grant Office Requirements – Proposal Development Who is preparing the proposal? Has the preparer read the program announcement? What assistance is available at this time? – Departmental/Central Administation

Communication – Foster Relationships Faculty Research Administrator Grants Officer – Customer Service Be approachable and knowledgeable – Keeping the Lines Open Phone Call Meeting

– Proposal Development Process Areas of Concern – Requirements of PA, RFA, RFP (grant, contract, multiple PI) – Budget (salary, fringe, F&A, escalations, loaded costs, cost share, exclusions) – Budget Justification – Who is key personnel? Who is an investigator? – On campus, Cross campus, outside collaborations – International Collaborators – Inconsistencies between proposal documents – Conflict of interest and other compliance issues – Timeline

– Preparing and Submitting the Application SF 424 Proposal Central NIH 398 Forms Grants.gov Contracts (FAR Clauses, Exceptions List) Know Your Sponsor

– Just In Time Other Support IRB/Animal approvals – FCOI General Disclosure Study Specific Disclosure CITI FCOI Training Certificates

A FRAMEWORK FOR A SUCESSFUL PROPOSAL PROCESS Stay Organized and Informed Know the expectations from management, PI, etc. Know The Requirements, Forms and Timelines Understand Your PI Expect the Unexpected Pre-plan as much as possible Update those that need to Know

Award Administration – Does the award require negotiation? – Does the proposal or scope of work require revision? – Do you have the necessary compliance approvals? – Pre-award costs (at-risk accounts) – Next steps for PI Hiring and salary changes Equipment, Consultants, Subawards

Post-Award Debra Murray Assistant Director, Sponsored Projects Compliance Sponsored Accounting Office Tolise Miles Grants and Contracts Specialist Grants and Contracts Office

Overview of Financial Management Compliance OMB Circulars Account Reconciliations Subawards Financial Reporting Closeout Audits

Support Suite (online helpdesk): Listserv Signup

COMPLIANCE Federal Regulations University Polices and Procedures – Regulatory, Ethics, Legal Sponsor Regulations State and Local Regulations

OMB CIRCULARS OMB A-21 (2-CFR 220) – Allowability Test Allocable, Reasonable and Consistently Treated J Section – Direct cost/Indirect Cost and Unallowable – Cost Transfers – Effort Reporting

OMB CIRCULARS OMB A-110 (2-CFR 215) – Financial Reporting – Cost Sharing – Property – Close-out – Record Retention

OMB CIRCULARS OMB A-133 – Internal Controls – Compliance Requirements – Findings – Corrective Actions

RECONCILIATIONS Monthly Review of Transactions – Allowability Test – Logs Budget Variances Review of Open Commitments Review of Payroll Review of Adjustments/Cost Transfers Supporting Documentation

SUBAWARDS PI Authorization Statement Payment Processing Sub Monitoring

FINANCIAL REPORTING Review Award Financial Requirements and/or Restrictions Allowability Test Cumulative Review for Period of Performance Final Signoff

CLOSEOUT PI Departure/Transfer Sponsor Requirements Within 6 Months of Award End Date University Requirements & Procedures

AUDITS A-133 OIG Program Financial Internal Other