Award Process by Craig Jackson

Award Process: The Money is Here Sponsored Programs Administration 2012 Research Seminar Series

Roadmap for Today’s Discussion 

What is an award?   

  

Instrument Type Sponsors

Responsibilities Sponsored Programs Contract Administrator Subawards

On behalf of Mississippi State University, Sponsored Programs Administration is responsible for negotiating and accepting awards in support of the Universityâ&#x20AC;&#x2122;s research and training activities. Sponsored Programs Administration is the official signatory for Mississippi State University for accepting awards. Operating Policy 70.01.

What is an Award? 

Any instrument that sets forth the terms and conditions required for the conveyance of funds by an external sponsor, i.e.:    

The activity and the specified performance period Compliance terms Provisions for confidentiality Periodic reports or other required exchanges

Award Classification 

Award Instrument 



Grant – generally no programmatic involvement by the sponsor, scope of work is initiated by investigator, terms and conditions are relatively flexible. Cooperative Agreement – similar to a grant except the government has substantial programmatic involvement in the project. Contract – scope of work dictated by sponsor, extensive programmatic involvement with sponsor, more stringent terms and conditions.

Award Classification 

Award Type  Cost Reimbursement    

Expenses are incurred Institution bills for expenses Funds are received only for expenses Unspent balance is lost

Award Classification 

Award Type  Fixed Price    

Expenses are incurred Institution bills based on invoicing requirements Funds are received for deliverables completed Unspent balance remains at Institution

Sponsor Types     

Federal State Private for Profit Private Non-Profit International/Foreign

Administrative Responsibilities 

Responsibilities of Sponsored Programs Administration (SPA)  



Review of award for accuracy Review of terms and conditions, including working with MSU’s University Counsel, Office of Entrepreneurship and Technology Transfer, and Office of Research Security (Export Control) Negotiate award with agency

Administrative Responsibilities 

Responsibilities of Sponsored Programs Administration (SPA) 

Upon acceptance of award SPA will process and issue the award notification. The award notification is distributed by e-mail with back-up documentation (normally the award document, itemized budget, Internal Approval Sheet and other required or useful documents) to the following units:    

Principal Investigator Department’s grants point of contact SPA Administrator Hard copy is sent to Sponsored Programs Accounting

Administrative Responsibilities ď Ż

Responsibilities of Sponsored Programs Administration (SPA) ď Ż

Provide assistance with management throughout the life of the project, including addressing questions on re-budgeting, no-cost extensions, carryover of funds, closeout requirements, etc.

Administrative Responsibilities 

Responsibilities of the Principal Investigator (PI)  Initiate and relay approvals from the Office of Regulatory Compliance and Safety in regards to IRB, IACUC, Radioactive Materials, and Hazardous Materials before the award can be finalized in SPA.  Implement project, assemble staff, expend funds, conduct the project as described in the proposal, and agreed to by means of the award notification.

Administrative Responsibilities ď&#x201A;§ Responsibilities of the PI (cont.) ď&#x201A;§

ď&#x201A;§

Direct work to be completed within the budget period and with the funds authorized. Otherwise, a request for supplemental funds, or a no-cost time extension, must be initiated. Manage expenditures within the fiscal regulations and amounts specified by the sponsor. Accounting units on campus are responsible for billing the sponsor per the funding terms. The PI analyzes the monthly Departmental Ledger (DL). Voucher registers to verify all items are correct and appropriate funds (cash and budget authority) are available.

Administrative Responsibilities 

Responsibility of Sponsored Programs Accounting (SPAcct)  Fund set up in Banner  E-mail fund notification to PI, Department’s grants point of contact, and SPA  Financial Management  Assurance of fiscal compliance and integrity  Final fiscal reports  Collections  Official repository