THE LIFE CYCLE OF A SPONSORED PROJECT

Diane Rathbun, Office of Grant & Research Development, diane.rathbun@wsu.edu

Lauren Hatley, Sponsored Programs Services, lauren.hatley@wsu.edu

Recording date of this workshop is

September 26, 2014

Some of the rules and procedures discussed in this workshop are

subject to change.

Please check university resources before relying exclusively

on this recorded presentation.

Recording date of this workshop is

September 26, 2014.

Some of the rules and procedures discussed in this workshop are

subject to change.

Please check university resources

before relying exclusively

on this recorded presentation

FIRST STEPS Idea Generation

Identification of Funding Opportunities and Sources

◦ COS Pivot, SciVal Funding, Grants.gov, Others

Proposal Preparation◦ OGRD Quick Guide, Departmental Contact List, Budget

Guidelines (http://www.ogrd.wsu.edu/)◦ Proposal Management Unit (PMU)

Proposal Review, Routing and Approval◦ eREX Form (http://www.ogrd.wsu.edu/forms.asp) - TWO

DAYS BEFORE THE DEADLINE PLEASE.

Proposal Submission/Grant and Contract Coordinator review◦ Electronic websites/Grants.gov/email vs. Regular Mail/FedEx

CHAIRS & DEPARTMENTAL

SUPPORT

Budget Development-Federal Regulations and Cost Accounting Standards, OMB Circulars, BPPM, UG◦ Non-Fed: See award document for specifics

Proposal Development – Some departments have specific help.

Project Oversight/Management, Review and Approval of eREX Form, Compliance Support, Expenditure Tracking, etc.

Understand the Process – BIG KEY◦ Flow Chart at the beginning and end of the

presentation

COMPLIANCE ISSUES/TOPICS TO THINK ABOUT

Hot Topic: Uniform Guidance◦ Procurement Threshold◦ Voluntary Cost Share◦ 90 Day Closeout

More Compliance◦ PHS FCOI Regulations

◦ Subrecipients need a Policy◦ Institutional Bio-safety Committee◦ Human Subjects Protection◦ Institutional Animal Care and Use Committee◦ Environmental Health and Safety◦ Radiation Safety

Human Resources and Equal Opportunity

WHAT NOW – I HAVE $$

Awards and Acceptance◦ Grants/Cooperative Agreements 6-9 months, Contracts can be

much quicker. Check MyResearch for updates.◦ OGRD acceptance = WSU acceptance. WSU’s Authorized

Official.◦ Mandatory Training

Award/Account Set-Up, The Account Number◦ Guarantees

Award Management and Maintenance◦ Subcontracts?◦ What do I do if I need to change aspects of my award/contract

or work? Work with OGRD to determine if agency approval is

required. Work with OGRD/SPS, as applicable, if agency approval is

NOT required.

AWARD SET-UP: SPS

Receive executed awardAssign Program/Budget/Project as neededAgency number, award number (external or internal)

Allocating budgets˚ Ensure agency approved award budget

Review Award, Proposal for important information

˚ Period of Performance˚ Equipment˚ Invoicing requirements˚ Unspent balances at term

AWARD SET-UP/MAINTENANCE

Add appropriate exception codesBalances (AIS) Update OGRD Database

MAINTENANCE

Invoicing/Financial ReportsApproving subcontracts: sub award #, POP,

allowable expenditures, authorized signature, certifying statement/signature

Effort Certification Expenditure Transfers

CHANGES

Reasons:˚ Period of Performance Change˚ Budget change

˚ PI Change

˚ Scope of Work

Coordinate with OGRD for Amendment, Modification, Addendum

SPS will execute changes appropriately

Sponsored Project Activity Request

Expenditure Transfer RequestsExpense Assignment Action

GUARANTEES

Request on a Sponsored Project Activity Request

Form (BPPM 40.23.10)

Can be GUAR for time and money/both

SPS will remove GUAR after receiving Executed Award

CLOSING

Coordinate for final invoicing/reports Review of the requirements within Federal, Sponsor, and University

Policy/Regulations

Final Financial & Invention Reports, Effort Certification, etc.

Closing of Accounts Time Extensions: Only if a project is unfinished, NOT because you

have money left over to spend.

Clear Overdrafts

Zero Objects/De-obligations

Close Account

READY TO CLOSE

TIDYING UP – MOSTLY POST-AWARD

Provide A-133 Audit Compliance as requested Uniform Guidance implementation Ongoing Training

IMPORTANT SITES: Office of Grant and Research Development (OGRD):

http://www.ogrd.wsu.edu/ Proposal and Award Database Links to funding sites and opportunities eREX Form, Budget Template, Quick Guide, Workshops, Memos and

Guidelines

Office of Research Assurances (ORA): http://www.ora.wsu.edu/ Human and Animal Subjects information Institutional Biosafety Export Controls

Office of Research (OR): http://www.officeofresearch.wsu.edu/ Support Units (OGRD, ORA, Campus Vet, Radiation Safety, etc.) Core Facilities and Centers Policies

Sponsored Program Services (SPS): http://sps.wsu.edu/ Account and expenditure Information F&A Agreement and documents

http://www.wsu.edu/~forms/manuals.html Business Policies and Procedures Manual (BPPM) Executive Policy Manual

QUESTIONS? COMMENTS?

If you wish to have your attendance documented in your training history,

please notify Human Resource Services within 24 hours of today's date:

hrstraining@wsu.edu

This has been a WSU Training

Videoconference