1. Award Management
Post Award By Ana Ayala College of Engineering Director of Finance

2. 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

3. Account Set up-Procedures to change with Workday finance
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 (echecks and reimbursements)
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

4. 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

5. 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.)

6. 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

7. 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

8. 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

9. Office of Research Info
Office of Research (ORA) Gables One Tower 1320 South Dixie Highway Locator Code 2960 Coral Gables, Florida Phone: Fax: Website:

10. Questions?