2. Proposal and Award Management
Focus on Fundamentals
Sponsored Programs Administration
Grant and Contract Accounting
April 20, 2017

3. Proposal and Award Management Series
April 20, 2017 Focus on Fundamentals: SPA/GCA May 18, 2017 Proposal Review June 15, 2017 Award Management – Part 1 July 13, 2017 Award Management – Part 2 August 17, 2017 Round Table Discussions September 14, 2017 Reports and Queries: PeopleSoft and beyond

4. Sponsored Programs Administration (SPA) Fundamentals
An overview of SPA Functions

5. Sponsored Programs Contacts
Val Kettner Associate Vice President
Amy Scott Assistant Director
Jill Mackenzie Award and Program Officer
Cindy Eleson Budget and Program Officer
Wayne Wermager Budget and Program Officer
Shelly Sandstrom Program Assistant
Faye Klein Administrative Secretary
SPA Forms

6. SPA Functional Areas
Proposal
Award
Post-Award

7. Proposal Essentials PTF RFP Scope of Work Budget Justification
Department & College Approval
Faculty/PI
Faye
PTF
Proposal Transmittal Form
RFP
Request for Proposal
Scope of Work
Detailed Budget
Budget Justification
Institutional Approval
Val, Amy, Jill
Cindy/Wayne

8. Award Process Pre-Award Award Review & Negotiation
Dept. Chair
Pre-Award
Award Review & Negotiation
Signatures & Project Initiation
Val, Amy, Jill, Shelly
Val, Amy, Joycelyn, Jill
Faculty/PI
Shelly

9. Post-Award Changes No-Cost Extension Budget Revision
PI or Work Scope Change
Shelly, Jill
GCA, Shelly
Shelly, Jill

10. Grant and Contract Accounting (GCA) Fundamentals
An overview of GCA Functions

11. How a proposal becomes an award…
Compliance Reviews also happen at during the SPA stages
Proposals
(includes Proposal, Budget, Work plan, Cost Share, etc.)
Proposal Reviewed by SPA (Ag Proposals are also reviewed by Ag Budget)
Official Award Contract Approved by SPA
PTF and Official Award sent from SPA to GCA
GCA Sets up Award
Award Information Sheets are ed to PI/Dept Admin
SPA sends grant agreement to PI
GCA prepares all financial reports to sponsors

14. Re-budget Requests GCA Rebudgeting Guidelines
Send request to applicable GCA Officer (helpful to answer these 5 questions)
What budget categories are going to be increased?
What budget categories are going to be decreased?
How will the rebudget help meet the project goals?
For those categories decreased how will the decrease not impact meeting the project goals?
Will there be a change in scope?
If no-sponsor approval is needed the GCA officer will assist in getting the re-budget posted
If sponsor approval is needed – the GCA officer will forward your re-budget request to SPA.
No-cost Extension NCE Guidelines
Complete the No-Cost Time Extension Request form on the SPA website and to SPA
Note: A no-cost extension should not be requested just to spend down remaining funds
Disposition of Grants Disposition Guidelines
The disposition of grant form should be completed when there is a change in PI and when a PI is leaving NDSU and has active grants

15. Pre-award Spending
With, documentation of sponsor’s intent to fund – pre-award spending may be requested through SPA. These expenses must still following all the allowability tests: allowable, reasonable, allocable and necessary
Grant vs. Gift (Restricted Gift vs. Unrestricted Gift) NDSU Policy 803
Grant
Written agreement with specific use of funds beyond a broad programmatic designation, or
Technical reports are required, or
Financial reports are required, or
The work being done has potential for intellectual property (i.e. patents & copyrights)
Gift – Restricted – restricted to a program or more specific (79XXX fund
Gift – Unrestricted – general use (local fund)
Senior Design/Capstone Projects – setup as a special project in GCA

16. NDUS Challenge Grants
Funds in 794XX range

17. Grant & Contract Accounting (GCA)
Sara Ogundolani: – USDA (all sectors)
Beth Astrup: – Dept of Interior, Dept of Defense, NASA, CNCS
Mary Freeman: – Restricted Gifts, Grant Auditing, Administrative Support
Teresa Driscoll: – ND Dept of Commerce, Industries (Private and Non-Profit)
Laura Lutkemeier: – State Agencies & Commodity Groups, Effort Reporting
David Munro: – DOT, Public Instruction, Non Federal CNCS, Foundations, SEFA, Recharge Centers
Ann Young: – NSF, DHHS, Dept of Education, Senior Design, Challenge Grants, Director

18. ERAC Update Electronic Research Administration & Compliance