A Day in the Life Grant Application and Management in the Department of Medicine Alison Beyer Willis Sr. Financial & Administrative Manager Nicole R.C. Sedlak Financial Manager Department of Medicine Geisel School of Medicine at Dartmouth

Grant Administration  Identify grant funding opportunities  Disseminate information in a targeted fashion  Provide advice and direction to Faculty and other researchers  Mentoring Programs

Grant Applications  Budgeting  Effort  Costs  Application Requirements  Subcontracts  Cost-Sharing  Foreign involvement  Indirect Costs  Conflict of Interest Disclosures  Deadlines

 Regulatory Approval  Other Support  Cost Sharing  Effort  Hiring  Patient Cohort  Contract Negotiation Waiting, Waiting… Congratulations, it looks likely your grant will be funded! Now what? There’s a LOT you can do to get ready. When you get an indication of possible funding, contact your Grants Manager to get some help getting things rolling.

Notice of Award  Budget vs. Award  Subcontracts  Regular Terms and Conditions  Special Terms and Conditions  Project Period  Budget Period  Award Number

Account Setup  Separation of Accounts per Project  Multiple Funding Sources per Project  Effective Dates  Regulatory Compliance – IRB/IACUC  Calculating Indirect Costs

Project Implementation  Review of Budget  Personnel and Hiring  Initiation of Sub-award  Materials needed  Equipment needed  Facilities needed

Interim Progress  Communication with PI and research team  Accounting Statements and Forecasting  Interim Milestones  Sub-award Monitoring  Spending adjustments  Periodic and Annual Reports – Financial and Scientific  Personnel Changes  Prior Approvals  Internal Controls  Expenses – Reasonable Allowable and Allocable

Publications  Indication of Funding  Public Access Policy   NCBI   MyBibliography  95/ 95/

Closeout  Expenses final review  Sub-awards and other agents  Overspending  Residuals  Final Reconciliation  Final figures statement/closeout statement  No-cost extensions  Final Progress Reports  Final Invention Statement

Asante sana! Summary: Communication is essential. Regular/frequent review and oversight makes things easier in the long run.