1. Old Dominion University Research Foundation (ODURF)
Overview of Sponsored Programs

2. The Research Foundation is…
A separate, private, not-for-profit corporation
The fiscal and administrative agent for sponsored research and other projects conducted by ODU
The authority to enter into sponsored agreements with external funding agencies on behalf of ODU
The administrative and fiscal services support of funded projects

3. Things to Remember
ODURF applies for and administers all sponsored programs
Contact pre-award staff immediately upon deciding to submit a proposal
ODURF monitors grant and contract funds for compliance with all federal regulations, specific funding agency guidelines, and ODU and ODURF policies
ODURF has a wide range of services to assist the PI with proposal submission, award management, and project closeout

4. Why does the Research Foundation monitor research?
Protection of ODU, ODURF, and Principal Investigator
Monitoring of cost share commitments
Time and effort reporting
Subrecipient monitoring
Fiscal Responsibility and Oversight
Expenditure monitoring and compliance
Federal regulations
Increased scrutiny, regulations
Keep all interested parties out of the headlines by safeguarding the reputation of the Principal Investigator, ODU, and ODURF

5. Fiscal Compliance U.S. Office and Management Budget
OMB A-21 – Cost Principles for Educational Institutions
OMB A Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations
OMB A Audits of States, Local Governments, and Non-Profit Organizations
Funding agency
Policy and procedures for oversight of awards
Special terms and conditions specific to award
ODU Policy
ODURF Policy

6. Grant Life Cycle

7. Proposal Preparation

8. ODURF Pre-Award
ODURF pre-award staff work closely with PIs to submit proposals on behalf of ODU and its researchers
All applications for sponsored projects are submitted through ODURF pre-award staff
Applications cannot be submitted by any other unit or individual in the name of the Research Foundation or ODU

9. Roles and Responsibilities
Principal Investigator
Contact ODURF to begin the proposal development process (budget, internal forms, etc.)
Review sponsoring agency’s guidelines and deadlines
Prepare proposal compliant with agency guidelines
Discuss project with chair and dean
Coordinate for any Subrecipient and /or cost share arrangements
Approve and route proposal transmittal form (PTF)
Submit completed proposal to ODURF at least 5 business days before agency deadline

10. Roles and Responsibilities
Pre-award Grant and Contract Administrator
Review sponsoring agency’s guidelines and deadlines
Assist PI with budget and budget justification development
Salaries and Fringe Benefits
Facilities and Administrative (F&A) costs
Cost share budgets
Tuition scholarships
Single- and Multi-year budgets
Cost accounting compliance
Assist with completion of agency forms and application packages
Point of contact for coordinating proposal with subrecipients
Submit applications to sponsoring agency

11. Facilities and Administrative Costs (F&A)
Negotiated Indirect Cost Rate Agreement
Office of Naval Research
April 12, 2011 (good through 6/30/14)
ODU faculty posted fringe rate 30.00%
Current F&A Rates
53% Research on-campus
26% Research off-campus
Department of Defense
60% on-campus
35% off-campus
43.7% Instruction on-campus
Sponsor F&A caps

12. Facilities and Administrative Costs (F&A)
F&A is a real cost of performing work on a project
Facilities:
Building, utilities, equipment
Library – operations and materials
operation and maintenance expenses - janitorial, repairs, security, environmental safety, and insurance
Administrative:
General administration and expenses - President, financial management, general counsel, management information systems
Departmental administration - Deans, faculty administrative work, clerical staff, office supplies
Sponsored Programs Administration
Student Administration and Services
Recovered F&A is distributed to academic units to support research infrastructure

13. Cost Sharing Mandatory Voluntary commitment Required by the sponsor
Must be tracked and reported to sponsor
Voluntary commitment
is offered in the proposal
if offered and accepted, it becomes mandatory
Must be tracked and documented

14. Electronic Proposal Transmittal Form (ePTF)
An internal electronic form that contains project information and is used to obtain approval of ODU commitment of resources
Time and effort of any ODU/ODURF personnel (salaries)
Use of university facilities and equipment
Electronic signature approval is required by the PI, Co-PI, chair(s), and dean(s)
Form can be accessed remotely through the internet:
ODURF is not authorized to submit a proposal without receiving a fully approved ePTF
Once completed and signed, the ePTF should be routed back to the Pre-award GCA in the ODURF office

15. Why the 5 Day Guarantee?
Several near misses as a result of PIs waiting until the last minute to complete the proposal process
An increased number of proposals
Accommodates funding agencies’ processes and application complexities
Allows time for proposal development assistance
Allows time for sufficient review by college and department officials and ODURF officials
Guarantees PIs receive ODURF staff’s “best work”
Serves as a professional courtesy to colleagues also submitting proposals

16. When to contact ODURF
PI should contact ODURF immediately upon identifying a sponsor and program for proposal submission
Places PI in ODURF proposal queue
Assures ODURF pre-award staff will be available to provide support to the PI
Proposals received by ODURF five or more working days from deadline are guaranteed submission by the deadline
Proposals received by ODURF less than five working days of deadline will be completed, reviewed, approved, and submitted if and as resources permit
Proposals without firm deadlines will be submitted as soon as practical and prioritized in order of receipt
PI works simultaneously with both ODURF and grant writing staff to submit a well-prepared and compliant application

17. Pre-Award Grant & Contract Administrators (GCA)
Jessica Harrison
Associate Manger
Stephanie Harris
Grant & Contract Administrator I
Nicole Swartz
As soon you have identified a potential Sponsor & Announcement, to be assigned a GCA to assist in your submission

18. Sign up to Meet Us One-on-one meeting with pre-award GCA
Detailed overview of the proposal submission process
Answer any questions
Review funding agency guidelines, federal regulations, and program solicitations
Get familiar with ODURF staff and facility location

19. The Proposal Effort

20. Award Management

21. What happens once a proposal is awarded?
ODURF notifies PI of the grant or contract award
Contract negotiation
ODURF is signing official on all contracts and awards
Project number is assigned and award processed
ODURF coordinates any budget revisions with PI
ODURF sends a copy of notice of grant award to PI
ODURF contacts PI to set up award orientation

22. Additional Post-Award Services
Human Resources
Insurance and risk management
Fringe benefit administration
Recruiting
Hiring
Personnel appointments
Employee relations
Account/Finance
Payroll
Purchasing
Fixed asset inventory control
Travel and reimbursements
Time and effort reporting
Facility Security Officer
Security clearances
Visit requests (classified contracts)

23. Roles and Responsibilities
Principal Investigator
Perform statement of work
Monitor grant activity
Ensure all costs are compliant with funding agency, federal regulations, and ODU and ODURF policies
Submit travel claims, payroll authorization forms (108), and other reimbursements in a timely manner
Monitor subrecipient expenses and approve invoices
Submits cost share documentation to ODURF in a timely manner
Certify time and effort reports
Payroll Authorization Reports (PARS)

24. Roles and Responsibilities
Post-award Grant and Contract Administrator
Negotiate awards
Approve and monitor expenditures
Budget revisions
Process cost transfers
Process Subrecipient paperwork
Liaison with funding agency
Process no-cost time extensions
Reconcile project issues
Maintain project compliance

25. Post-Award Grant & Contract Administrators (GCA)
Richard Brammer
Grant & Contract Administrator II
Bridgett Burman
Grant & Contract Administrator I
Becky Ellis
Michelle Gooding, CRA
Denise Henderson
Sarah Jaeschke
Grant & Contract Administrator I
Kathy Powell
Julie Tyler
Lynne Whitfield, CRA
Grant & Contract Administrator II

26. Thread of Compliance Begins in Pre-award process
Agreement of certifications and representations
Accurate budget and budget justification
Review of all proposal files (cost share, personnel, facilities, IRB, etc.)
Continues in Post-award management
Monitoring of cost share commitments
Human subjects, animals, export controls
Time and effort reporting (PARs)
Subrecipient monitoring
Monitoring of project expenditures
Ends at project closeout

27. Cost Share Tracking Principal Investigator:
Assures cost share expenditures are charged to the appropriate match account
Submits cost share documentation to GCA
Assures all cost share obligations are meet by project termination date

28. Reporting and Deliverables
Principal Investigator:
Responsible for the timely preparation and submission of all progress (technical) reports
Responsible for the timely submission of all project deliverables
ODURF:
Prepares and submits all grant specific quarterly, annual, and final financial status reports
ODURF will submit progress reports, if desired, on behalf of PI

29. Award Closeout
Federal agencies usually require closeout of projects within 90 days of project termination date
Final expenses – before project end date
Final invoice
Final payment can be dependent on agency’s receipt of deliverables and progress reports
All deliverables (includes financial and technical reports)
Equipment, inventory, and intellectual property reports

30. Things to Remember
ODURF applies for and administers all sponsored programs
Contact pre-award staff immediately upon deciding to submit a proposal
ODURF monitors grant and contract funds for compliance with all federal regulations, specific funding agency guidelines, and ODU and ODURF policies
ODURF is the authorized signing official on all sponsored projects
ODURF has a wide range of services to assist the PI with proposal submission, award management, and project closeout

31. Old Dominion University Research Foundation
If you have questions or need additional information,
please contact us:
Old Dominion University Research Foundation
4111 Monarch Way, Suite 204
Norfolk, VA 23508
Office: (757)
Fax: (757)