AWARD MANAGEMENT Post Award By Maria Rojas College of Engineering Manager, Sponsored Programs

AWARD ACCEPTANCE  Account number is assigned-Open a file  Obtain Copy of Submitted and Approved Proposal  Follow Award Terms and Conditions  Follow University Rules and Regulations   Follow Circular A-21 (Cost Principal for Educational Institutions) or the Uniform Guidance effective 12/26/2014 

ACCOUNT SET UP  Make Sure Budget and Dates are Correct in DMAS  PI replies to from ORA and completes General Purpose Request Forms (in needed)  Allocate & Encumber Salaries  Set-up Account for Expenditures  Disbursements Account Approval Form  Add an Account to UMeNET (purchasing)  Set up Consultant and Outside Vendor with Purchasing (if any)  Vendor Application (if not UM Vendor)  Consulting/Service Agreement form & Questionnaire  W9 NOTHING HAPPENS AUTOMATICALLY

ACCOUNT MAINTENANCE  Office Manager with PI input to reconcile account every month with Report 90 or DMAS  PI is the only one who can certify the Effort Certification  Maintain Clean Record Keeping  Keep Back up Documentation

COST TRANSFERS  Initiated by Office Manager in discussion with PI  Salary Journals--FA-10, FEI  Non Salary Journals--FA-11  Attach Proper Documentation  Report 90, DMAS print out, Labor Distribution and Memo with justification  Must submit within 30 days of the transaction  Pcard expenses-general purpose items need to be justified (ziploc bags, scotch tape, etc.)

COST PRINCIPALS  Necessary, Allowable, Allocable, Consistent (see Circular A-21 Section J)  Equipment Purchases  Greater than $2,500 with useful life more than one year  Make sure is in the budget and the justification  IPARs (Internal Prior Approval Request)  Make sure to submit with All Approval Signatures (PI signs, Chair approves, Dr. Solo and Ana Ayala initial as reviewed)  to Christine Rice  Do Not Make Purchases the Last 90 days of the Project NO s about spending $ because the grant is ending in 90 days NCE –if time is running out

REPORTING  Financial (done by ORA), Technical & Progress Reports (written by PI)  Check Guidelines for Due Dates  Reports must be in Agency require forms and format  Financial Report must match Report 90  Fellowship Awards require a new Proposal Transmittal and Budget (Maria Rojas to assist). Additional funding requires a new PCRF, budget and justification  Send to the Office of Research at least a week before is Due  Late submissions affect next schedule funding

AWARD CLOSING  Account should not be in Overdraft  Clear overdraft on a non Sponsored Account (with a departmental account)  Release all Unnecessary Encumbrances  Office Manager and PI to work with the Office of Research on the Reconciliation  Make Sure Final Invoices are Received and Paid  Get it in Writing That It Is The Final Invoice (once submitted to the agency, it CAN’T be revised)  If Additional Time is Needed  Ask PI to Request a One Year No Cost Extension  Final Reports must be submitted at this time  Comply with deadlines

OFFICE OF RESEARCH INFO Office of Research (ORA) Gables One Tower 1320 South Dixie Highway Locator Code 2960 Coral Gables, Florida Phone: Fax: Website:

QUESTIONS?