PI/Department/Lab

 

ERA

 

Office of Sponsored Research

 

 

General Responsibilities

 

Development of Statements of Work and proposals, secure waivers and other authorizations, pre-award technical communication, and grant/contract management.

To assist faculty with development of proposals, submission of proposals to sponsor, follow-up, and provide support for grant and contract management.

Review proposals, negotiate awards, maintain accounts and records, seek reimbursement for expenses from sponsors and monitor sponsored projects for compliance with terms and conditions, University policies and regulations and standards.

 

Proposal Preparation Process

 

·   Provide sponsor information including sponsor name, program announcement and deadline.

·   Develops the science.

·   Bio Sketches.

·   Verify Current and Pending Support.

·   Obtain consultant letter of intent and subcontract proposal.

·   Develop budget justification.

·   Write & Process proposal text, budget, etc.

·   Submit protocols, obtain PI Initiated waivers and approvals, and Integrate proposal.

·   Generate and Route SU42.

·   Provide ERA with complete proposal, copies and FedEx label.

·   Obtain and review sponsor program guidelines and advise PI re proposal requirements.

·   Develop draft and final budget per PI specifications.

·   Obtain and prepare sponsor budget forms if available (as needed).

·   Provide current and pending support documentation from SPO database.

·   Advise PI regarding budget justifications and adherence to program special requirements.

·   Review proposal for adherence to guidelines and internal/external policy compliance.

·   Coordinate proposal submission with Sponsored Projects Office.

·   Fed Ex proposals where necessary.

·   Sign SU42

·  Review proposal to ensure:

ü   Compliance with University and sponsor guidelines

ü   Application Complete

ü   Waivers and approvals are included

ü   Compliance panel submissions are identified

ü   F&A and Benefit rates are correctly computed

ü   Budget – Staff Benefits, F&A Exemptions, and F&A rates correct

ü   Proposal packet is internally consistent (e.g., dates, dollar amounts, titles, PI effort, etc.)

ü   Prime sponsor, if any, is properly identified

ü   Cost sharing is properly identified and documented

·   Prepare University transmittal letter

·   Place proposal in mail or FedEx as necessary

·   Maintain official University files

 

Award Process

 

·   Respond to technical questions.

·   Further budget justification (equipment, travel, etc.).

·   PI Reviews Special Provisions in contracts forwarded by OSR.

·   May receive notification of pending award – advises ERA.

·   Review proposed new contracts and provide comments to OSR Contract Officer.

·   Revise Budgets and Respond to inquiries

·   Provide further budget information and justification/backup.

·   Review contract special provisions (reporting, period of performance, etc.).

·   Work with PI and OSR to provide additional justifications and requests.

·   Award Set-up – work with OSR.

·   Receive award documents from sponsors.

·   Forward a copy of proposed new contracts to the PI for approval.

·   Advise PI’s on confidentiality agreements.

·   Forward to ERA requests from sponsor for additional/revised documentation.

·   Negotiate formal terms and conditions.

·   Accept initial awards and modifications Publish internal Award Notice, including appropriate documents from sponsor.

·   Establish financial accounts.

 

Grant and Contract Management

 

·   Hire Staff and Students.

·   Initiate procurement transactions and journal transfers.

·   Notify ERA regarding changes affecting labor.

·   Initiate requests for prior approval when appropriate.

·   Review/certify expenditures.

·   Communication with sponsor’s technical monitor re technical issues.

·   Ensure cost-sharing commitments are met.

·   Deliverables.

·   Interim technical and patent reporting to sponsor

·   Understand and comply with terms and conditions of the award

·   Support monthly reject list process

·   If preparing interim financial reports, provide to OSR for review and signature

·   Notify PI of Special Restrictions.

·   Payroll and Lab Time Card System.

·   Support journal transfer/correction process as needed.

·   Review/approve transactions for compliance.

·   Review/approve equipment purchases.

·   Advise PIs of potential problems.

·   Submit Limitation of Funds letters

·   Monitor spending levels and commitments.

·   Advise and assist PI re No Cost Extensions.

·   Monitor cost-sharing.

·   Broad review of statements for allowability, with specific attention to salaries and subcontracts.

·   Follow up with sponsors on prior approvals and other pending issues.

·   Obtain quarterly expenditure certification

·   Support monthly reject list process

·   Review, approve and co-sign all non-technical correspondence to sponsors (e.g., prior approvals, extensions, rebudget requests, etc.)

·   Prepare (or review department-prepared) interim financial reports to sponsor

·   Review and approve transfer of expense journals

·   Central administration of the Lab Time Card System

·   Process monthly list of rejected expenses in conjunction with ERA and dept

·   Review, sign and submit to sponsor interim financial reports prepared by department

 

Closeout, Final Reporting and Audit

 

·   Prepare final technical report (if required) -- send original to sponsor and a copy to OSR and ERA Research Administrator.

·   Prepare final patent report (if required) -- send original and addressed envelope to OSR for signature and mailing to sponsor and a copy to ERA Research Administrator.

·   Prepare SF 298, Report Documentation Page, as necessary, for Federal sponsors.

·   Respond within 10 work days to ERA requests for corrections or information

·   Attend/support audits

·   Assure OSR that project is complete and ready to close

·   Support timely close-out and audit processes

·   Respond within 10 work days to OSR requests for corrections or information

·   Notify ERA of intent to initiate close out

·   Review and correct as necessary F&A and benefit charges

·   Review for compliance:

ü   Reasonableness, allowability and allocability

ü   Out-of-period expenses

ü   Prior approvals

ü   Overdrafts

ü   Cost sharing

·   Inform ERA/department of required corrections or information needed

·   Submit financial reports to sponsor

·   Attend/support audit process

 

01/04/02