When Pre-Award Dreams Become Post-Award Nightmares

Transcription

1 When Pre-Award Dreams Become Post-Award Nightmares PANELISTS: Heather Wilson, Towson University Charlene Wysocki, Ursinus College Vicki Giammarco, Ursinus College Andrew Fitzpatrick, Richard Stockton College of New Jersey Nancy Ball, Lafayette College NCURA Region II Spring Meeting Gettysburg, PA, April 22-25, 2012

2 Agenda Discuss areas in budgeting and contracting at the pre-award stage and its implications for post-award Tips and best practices for bridging the divide between pre-award and post-award

3 Heather Wilson Grant Accounting & Compliance Specialist Towson University

4 Budget Budget Expense items Personnel costs proposal rates vs actual expenditures Cost Share Identify ALL cost share (budget, budget justification, and narrative ) Identify who is covering cost share Cash match, in-kind, third-party Allowable cost

5 Budget Cont d. Employee vs Consultant vs Subcontract Potential loss of F&A Risk Assessment Subrecipient monitoring

6 Subrecipient vs Consultant vs Vendor Subrecipient: Performance measured against whether the scope of work is met Responsibility for making programmatic decisions Responsibility for adherence to applicable program compliance requirements(e.g. OMB Circulars, sponsor regulations) Uses the funds to carry out a project as compared to providing goods or services for a project Consultant/Vendor Provides goods or services within normal business operations Provides similar goods or services to many different purchasers Operates in a competitive environment Provides goods or services that are ancillary to the operation of the research project Is not subject to program compliance requirements

7 Grant/Contract Terms and Conditions Payment Terms and Schedules Non-standard payment or invoicing schedules Payments in foreign currency Financial Reporting Unrealistic Deadlines Frequency

8 Solutions Communication Pre-award review narrative for hidden commitments Post-award review RFP, budget, and budget justification at proposal stage Award summary form from pre-award Internal budget with sponsor budget and institution s commitment side-by-side At proposal stage, inform principal investigator of potential post-award issues

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10 Charlene Wysocki Coordinator of Research & Sponsored Programs Vicki Giammarco Associate Controller Ursinus College

11 Grant Ideas When a PI has a first thought of applying for a grant, she/he should share with both pre and post/award offices.

12 First Steps Pre-award and post-award administrators as well as faculty should review the RFP, guidelines and funder s website Reporting frequency and requirements This ensures that contractual obligations are known and agreeable to the College Opens up dialogue about the project and goals. Often can lead to creative ideas or insights that are reflected in the budget and overall project.

13 Educate the faculty about requirements, compliance and audits Ensure that faculty and dept. chairs are aware of effort reporting requirements, IRB/IACUC approvals and RCR training Discuss the indirect cost rate Discuss allowable vs. unallowable costs Explain how grant spending will occur after grant is awarded (account set-up, approval for expenses, required documentation, available reports

14 Communicate, Communicate, Communicate! Create and maintain a unified front; copying one another on s with faculty will confirm a collaborative relationship. (Meet together with faculty to talk about applications and funded projects) Share relevant web-links, listserv s, s from faculty and sponsors, etc. Never assume your colleague received the information Meet or communicate on a regular basis to review current, pending and potential grants

15 - Chances are, each administrator will have pieces of information that when shared with the other, results in a full story!

16 Creating Budgets Be realistic when creating budgets by itemizing what it will take to complete the project Even if modular budget or total budget is all that is requested, itemize the project prior to submission Be mindful of reallocation process for individual funder

17 Budget Interest Be mindful of the interest accrued during the duration of the grant Usually, these funds may only be used for the same items outlined in the grant project

18 ARRA Reporting Davis Bacon Act Byrd Anti-Lobbying Debarment & Suspension Use of American Steel, Iron and Manufactured Goods Competitive Bidding #jobs based on FTEs Certified Payrolls (Forms 1606, 1512)

19 Contingency items Approval required before work is initiated or vendor is chosen Be wary that a funder may decide midstream that allocated contingency funds are no longer available

20 Collaborators For grants with sub awards, know who to contact and develop a working relationship. These are the folks who will send the required A133 report each year (compliance requirement), will submit invoices for payment, will help get the sub award agreements through administration on their end and who will work with their faculty on report deadlines.

21 Andrew Fitzpatrick Financial Analyst Richard Stockton College of New Jersey

22 Reporting Calendar Grant Identifier Number PI or PD Match Indirect Rate Award Amount Term (has there been an extension) Important requirement located in the contract (budget restrictions/transfers) Report Billing Period Report Due Date

23 Trial Balance Snapshot Banner (FGPGEXT/FGAGASB) Helps see expenses posted to wrong funds Reconciliation for Finance Department Will show a outstanding receivables Spending

24 Transfers Budget transfers Planning reduces transfers, contract terms prior approval, previous transfers. Invoice transfers from institutional fund to grant fund. Salary transfers Set up redistributions if labor distributions can t be done.

25 Questions to ask yourself Is what is in your accounting system being reported? Do the dates on the invoice you are requesting reimbursement for, fall within the grant time period? Does this report require matching, cost share, copies of invoices or a programmatic report? Invoice timing accruals, labor redistributions Has someone reviewed my work? Does the PI/PD and Grants Office have a copy of the report you sent to the grantor?

26 Nancy Ball Director of Sponsored Programs Lafayette College

27 Wrap up Discussion Other issues Questions??