CLOSEOUT - DON T SHUT DOWN SRA 2018 NORTHEAST/WESTERN SECTION MEETING MARCH 2018

Transcription

1 CLOSEOUT - DON T SHUT DOWN SRA 2018 NORTHEAST/WESTERN SECTION MEETING MARCH 2018

2 PRESENTATION TEAM Christine Toalepai, University of Maryland, Baltimore, Office of Sponsored Programs Administration, Sponsored Programs Administrator Libre Mcadory, University of Maryland, Baltimore, Center for Integrative Medicine, Administrative Director

3 LEARNING OBJECTIVES Proposal process Award Management Terms and Conditions Roles and Responsibilities Closeout Process

4 WHEN DOES CLOSEOUT BEGIN? ANSWER: WHEN YOU WRITE THE PROPOSAL

5 PROPOSAL STAGE Organizational requirements for submission Follow request for proposal (solicitation) guidelines Provide guidelines/templates/information Budget justification template Administrative salaries Computers Facilities & Administrative rates/fringe benefit rates Salary cap information

6 WHY IS CLOSEOUT IMPORTANT Ensure timely reporting Avoid delayed payments Risk loss of current and future funding Audit

7 MULTIPLE GUIDELINES ALL SHOULD BE REVIEWED TO ENSURE PROPER FINANCIAL MANAGEMENT. Uniform Guidance Award Document Sponsor Guidelines Institution Policies

8 YOU ARE RESPONSIBLE Part of the process of a successful closeout is having roles & responsibilities clearly defined.

9 WHO S WHO: ROLES AND RESPONSIBILITIES Administrator Read the award Know the terms Translate rules to outcomes Question expenses Maintain documentation Principal Investigator Read the award Know the terms Present ideas of WHAT is desired outcome Justify allowability Provide justification Central Office Read the award Know the terms Guide and facilitate decisions Seek sponsor approvals as needed Help determine relevant documentation

10 CENTRAL OFFICE RESPONSIBILITIES Resource for campus regarding research administration Authorized representatives for organization Provide training and guidance to Principal Investigators and Research Administrators Review and submission of proposals Contract/award negotiation and acceptance

11 RESPONSIBILITIES OF PI AND RESEARCH ADMINISTRATORS Proper management from proposal to closeout Ensure funds are appropriately used

12 PI ROLE AND RESPONSIBILITIES Oversight of financial transactions Overall responsibility for programmatic aspects and financial stewardship Initiate requests for budget revisions and cost transfers Review and accept award and subaward terms and conditions, review and approve invoices and effort certification

13 RESEARCH ADMINISTRATOR ROLE AND RESPONSIBILITIES Monitor and reconcile expenditures Review award and Subaward terms and conditions Assist PI with budget revision requests and process timely cost transfers Liaison between PI and Research Office Ensure appropriate spending Maintain documentation Monitor, track and document cost share Manage and verify effort Initiate purchase order for Subaward agreements and review Subaward invoices Review, complete and submit closeout checklist in a timely manner

14 2 CFR CLOSEOUT Closeout of award by non-federal entity Applicable administrative actions completed All required work of the Federal award completed Processes for closeout 90 calendar days after end date of performance period all reports financial, performance, administrative as required by terms/conditions Promptly refund any balances of unobligated cash paid in advance

15 ORGANIZATION PROCEDURES/TOOLS Checklist or written procedure regarding closeout process Process for notification of pending closeout Escalation process for closeout Cost accounting guidelines Potential unallowable list

16 CLOSEOUT CHECKLIST Does your Institution utilize a checklist to organize the closeout work to be done? Is there an extension or Renewal Pending? Yes No If the sponsor has agreed to an extension of the project, please send the official document approving it to the Research Office. If no extension or renewal pending, please complete the following and forward to the appropriate office:

17 ADVANCE NOTIFICATION Initial from UMB Central Office to PI and Research Administrator: ORD has received the request for Closeout Reports for the project entitled, 'Prevention of quinine toxicity and mutagenicity' from the National Institute of Environmental Health Sciences (KC award number: ). Christine Toalepai on Team White has been assigned this action. Should you have any questions please contact Christine Toalepai directly. Thank you UMB SPA Office

18 CENTRAL OFFICE CLOSEOUT REVIEW Review the award document for financial and non-financial terms and conditions Review transactions against the Potential Unallowable list for institution consistency Food, foreign travel, participant support, etc. After end-date charges Technology Control Plan Review expenses charged in last 90 days of award

19 CLOSEOUT CHALLENGES Final Invoice Subawards Credit cards/purchase orders Salary & tuition Potentially unallowable/after end date expenditures Cost share Non-financial

20 FINAL INVOICE Due date Special requirements based on terms/conditions or NO language about final invoice?

21 SUBAWARDS Final Invoice received marked FINAL Large balance unexpended Required reports provided Inventory of property Statement of inventions Fiscal report (including cost share) All fiscal and administrative terms/conditions met

22 CREDIT CARDS/PURCHASE ORDERS Credit cards Outstanding obligations Stop allocating Purchase Orders Review for purchase orders unpaid or incorrectly paid 90 days prior to award end-date, start checking payment status Check for obligations

23 SALARY & TUITION Salary obligations Graduate students Other personnel obligated Salary caps/restrictions DHHS cap ***New for 2018 $189,600 Tuition

24 POTENTIALLY UNALLOWABLE/AFTER END DATE Potentially unallowable Review award document any special terms/conditions Review organization s list of potential unallowables Review of department transactional detail Budget and budget justification Expense documentation After end date expenditures Allowable or not Justification/documentation needed

25 COST SHARE Review award remember it is a legal commitment Sponsor reporting may be required Allowability Fringe rate consideration - Internal vs External - May be subject to multiple year fringe rate agreements Third Party Result may be in reduction of sponsor funding

26 NON-FINANCIAL CONSIDERATIONS Equipment reporting/disposition Final technical report Record retention

27 NIH CLOSEOUTS

28 A Federal Financial Report (FFR) is a statement of expenditures associated with a grant. Recipients of federal funds are required to complete an FFR to report the status of funds to the sponsor of the grant. If you have the FSR role, you can use the FFR module to search for grants and associated FFRs for your institution. In the FFR module, you can perform the following tasks: Create a new FFR View an FFR Submit an FFR NIH Final Financial Report(FFR) Revise an FFR With the FSR role, you can also access the FFR module from the Closeout Status screen. The Commons Online Help System contains detailed information on the FFR module. You can access the FFR topics at the following site: If you prefer a PDF format user guide, refer to the Federal Financial Report (FFR) Expenditure Data User Guide at

29 NIH Final Research Performance Progress Report (FRPPR)

30 NIH Final Research Performance Progress Report (FRPPR) Cont d The Final RPPR is available as part of the Closeout process and the Process Final RPPR link appears on the Closeout Status screen. The format of the Interim RPPR and the Final RPPR will be the same as the current annual RPPR, making it easier for recipients to navigate through both the Interim and the Final RPPR, based on familiarity with the existing format of the annual RPPR. Differences between Interim/Final RPPR and the annual RPPR are few: In the Interim/Final RPPR, only Section D.1 is required in the Participants section Sections F: Changes and Section H: Budget are not part of the Interim/Final RPPR Section I: Outcomes is new. Section I is required for both the Interim/Final RPPR

31 NIH FINAL INVENTION STATEMENT (FIS)

32 NIH FINAL INVENTION STATEMENT (FIS) CONT D You must submit a Final Invention Statement within 90 days following the termination of a grant award. The statement should include all inventions that were conceived or first reduced to practice during the course of work under the grant or award, from the original effective date of support through the date of completion or termination.

33 More Items to Consider

34 AVOID THE CLOSEOUT THAT DOESN T END Issue: New charges recorded after final expense confirmed Issue: Monthly internal charges continue Issue: Past due final technical/progress reports Issue: Retention of Records Reminder: Final invoice must be sent by date determined by sponsor. To ensure all appropriate funds are received, closeout must be completed in advance of final invoice date.

35 WHY IS IT IMPORTANT? Ensure timely reporting of expenses and cost share to sponsor. Late submissions result in delayed payments. Risk loss of current and future funding Single audit as well as internal audit Sponsor/program audit

36 THE PATH TO A LESS STRESSFUL CLOSEOUT. Communication Processes Tools Training, training, training! End result: Less stressful closeout and a simplified award management process

37 LINKS FOR MORE INFO NIH Grants Youtube Channel era Commons Online Help NIH Grants and Funding Info NIH Implementation of Final Research Performance Progress Reports (Final RPPR)

38 CONTACT INFO If you have any questions or would like more information, you may contact: Christine Toalepai Libre Mcadory