1. Post-Award Non-Financial Tasks
SPEAR
Workshop
Presented by:
Elizabeth Slack

2. My Project Was Going According to Plan…
…and then things changed!

3. Post-Award Non-Financial Tasks
The process for making the tasks happen is steered by…
FSU policies and procedures
Sponsor regulations, such as 2 CFR
Such tasks include…
Re-budgeting
No-cost time extensions
Award amendments
Technical reporting
Other instances where sponsor prior approval is required… or waived

4. Post-Award Non-Financial Tasks: What to Remember
If you’re unsure, call SRA! We are here to help! 

5. Re-Budgeting How do we know to re-budget?
Ideally, the PI/department knows ahead of time
Sometimes, insufficient funds in a budget category
What are the PI’s and department’s responsibilities?
Send SRA a justification for the re-budget
Send SRA a budget amendment
Understand the Policy on Unallowable Costs on Federally Sponsored Agreements

6. Re-Budgeting What are SRA’s responsibilities?
Determine whether sponsor approval or notification needed
Contact sponsor if required
Update budget in OMNI
What are the sponsor’s responsibilities?
Approve the re-budget, if needed

7. No-Cost Time Extensions
How do we know a no-cost time extension is needed?
Because the PI says so 
What are the PI’s and department’s responsibilities?
Send SRA a Prior Approval Request form; intended for most federal agencies, now used for all
Understand SRA Procedures on Effort Commitments During No-Cost Time Extension Periods

8. No-Cost Time Extensions
What are SRA’s responsibilities?
If sponsor prior approval waived, SRA will notify the sponsor
If sponsor prior approval required, SRA will contact the sponsor to request the additional time
What are the sponsor’s responsibilities?
None, if prior approval waived
Approval, if prior approval required
Award amendment, possibly even if prior approval waived

9. No-Cost Time Extensions
On the Prior Approval Request form, mind the justification!

10. No-Cost Time Extensions
Are these acceptable justifications?

11. No-Cost Time Extensions
Are these acceptable justifications?

12. Award Amendments How do we know an award amendment is needed?
Usually, because not all the time and funds were awarded initially
What are the PI’s and department’s responsibilities?
Review the amendment and, hopefully, approve it
Send to SRA any internal paperwork needed, such as current IRB and IACUC approvals, and a budget amendment

13. Award Amendments What are SRA’s responsibilities?
Review the amendment and, usually, get FSU’s signature on it
Process the award amendment to update OMNI
What are the sponsor’s responsibilities?
Sign the award amendment

14. Technical Reporting How do we know when to submit technical reports?
Sometimes, the award has a schedule
Sometimes, the sponsor will ask when needed rather than providing a schedule
What are the PI’s and department’s responsibilities?
Write the report
Send the report to SRA only if an authorized official’s signature is needed

15. Technical Reporting What are SRA’s responsibilities?
Get FSU’s signature on the report
Submit the report to the agency, if required
Update the milestones in OMNI
What are the sponsor’s responsibilities?
Review and approve the report

16. Technical Reporting

17. Other Instances Requiring Sponsor Prior Approval
Examples include but are not limited to…
Change in scope
Change in PI
PI disengagement or substantial effort reduction; see Effort Commitment Policy
Adding subrecipients; see
Procedures for Issuing
Outgoing Subawards
Carry-forward
Charging certain costs

18. Other Instances Requiring Sponsor Prior Approval
Sometimes sponsors waive prior approval; see the Prior Approval Matrix
Currently applies only to NSF, NIH, US Department of Energy
Will apply to other federal agencies by year-end

19. Post-Award Non-Financial Tasks: What to Remember
If you’re unsure, call SRA! We are here to help! 

20. Questions?