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OGC Award Routing

OFFICE OF GRANTS AND CONTRACTS

This tutorial will inform you of the award routing process throughout the OGC.

December 2012


OGC AWARD ROUTING

Table of Contents Objectives ....................................................................................................... 1 What is the Routing System? .......................................................................... 2 How to Route an Award ................................................................................... 3 1. Diane ..................................................................................................... 3 2. Award Manager ...................................................................................... 3 3. Kaitlin/Linda.......................................................................................... 4 4. Diane ..................................................................................................... 5 5. Suhail .................................................................................................... 5 6. Kaitlin / Student .................................................................................... 6 7. Award Manager ...................................................................................... 6 8. Kathie / Quality Control ......................................................................... 7 9. Student .................................................................................................. 7 Appendix A: Diane’s Process............................................................................. i 1. Diane ...................................................................................................... i


OGC AWARD ROUTING

Objectives When you have completed the OGC Award Routing tutorial you will be able to do the following:  Recognize an award packet and related documents.  Recognize award documents based on type of award.  Route above documents throughout the office of Grants and Contracts from start to finish.

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OGC AWARD ROUTING

What is the Routing System? Awards are routed from the Office of Sponsored Programs (OSP). There are many internal processes that have to be completed in the Office of Grants and Contracts (OGC) for an award, so we have developed a routing system in order for the necessary processes to be completed by the appropriate personnel. In addition, the routing system allows for checks and balances, and a record of what has been completed, when it was completed, and by whom. Each award packet that is brought into OGC is given an OGC Award Routing Checklist sheet (image below) that is kept with the packet of information and updated as it progresses through the routing process throughout the office. This checklist is an internal tool used to track the progress of award documents and data entry processes. It can be discarded when all processing tasks are completed.

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How to Route an Award The following information corresponds to the OGC Award Routing Checklist. The award packet begins in the Office of Sponsored Projects (OSP) and then is given to our office. This is where we begin our internal routing procedure. KPI Standards: In compliance with UNC FIT KPI and SACS standards, new awards should be keyed into Banner within 3 days of receipt from OSP. It is important for all award documents be routed and processed as quickly as possible. 1. Diane a. Receives the award from OSP. b. Date stamps and initials the Award Cover Sheet (See Appendix A for examples) c. Logs the award into the Grants Awarded (Date) Log found in Share Drive > Grants and Contracts > Grants > Grants Awarded. The following information (if given) is to be entered into the log: Award Amount Award manager PI Name Sponsor Name Received Date OSP Number (From OSP) Comment d. Attaches a routing checklist sheet with the award manager information completed. e. Puts the date next to #1 when the above steps are complete. f. Routes the award packet to the appropriate Award Manager. 2. Award Manager a. Completes and prints the Award Brief Packet (Award Brief, Institutional Trust Fund, Data Entry Sheet, and Award Summary) for new awards.(See Internal Training: Completing an Award Brief) b. Gets authorizing signature on the Institutional Trust

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OGC AWARD ROUTING

c. d. e. f. g. h. i.

Fund page for new awards. Includes the Award Brief with award packet for new awards. Circles what type of changes need to be or have been made to the award packet. (New Award, Modification, or Subcontract) Checks the Invoice box if the award gets invoiced. Indicates if they need the award packet back in step 7. Puts the date next to #2 when the above steps are complete. Steve, Christina, Ella, and Stephanie route the award packet to Linda if there is keying to be completed. Barbara, Suhail, and Janice route the packet to Kaitlin if there is keying to be completed.

• The keyer* will make the chages (i.e. PI name change, no cost extension)

Budget Revision

• The keyer* will key the award key sheet (see InternalTraining: Keying a New Award) • The keyer will make a copy of the budget sheet and stamp it as "copy". The copy stays with the award packet. The original is used to key the budget. (see Internal Training: Keying a Budget)

Modification

New Award

3. Kaitlin/Linda a. Kaitlin and Linda will process the award depending on the status of the packet: New Award, Modification, Budget Revision

• The keyer* will make a copy of the budget revision sheet and stamp it as "copy. The copy stays with the award packet. The original is used to key the budget revision. (see Internal Training: Keying a Budget)

*Keyer means whoever is performing the keying task and is not always specific to an Page | 4


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individual, title, or function.

b. Puts the date next to #3 when any/all of the above steps are complete and what was completed (award, budget, both). c. Both Linda and Kaitlin route the award packet to Diane.

4. Diane a. Receives the award packet once it has been keyed. b. Updates the Checklist with the Grant# and/or Fund#. c. Logs additional/updated information in the Grants Awarded Log. If provided, all of the following information should be entered in the log: Banner Fund # Set-up Date Comments d. Notes on the OSP Award Sheet the date completed and routed to OSP. e. Copies the OSP Award Sheet and routes this copy to OSP. The original stays with the award packet. f. Puts the date next to #4 when the above steps are completed. g. Route to Suhail if:  Has invoicing marked on the checklist or Award Brief.  It is a subcontract.  All EAHEC Letter of Guarantees (LOG’s). h. Route to Kaitlin if:  214 Fund #  All others 5. Suhail a. Suhail will process the award packets for invoicing needs. (See Internal Training: Invoice Processing) b. If the award is a modification, Suhail will pull the billing file for PI and Date changes to route with the rest of the packet. c. Puts the date next to #5 when the above steps are completed.

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d. Once her process is complete she will separate the award packets into two categories.  Subcontracts – Placed in Kaitlin’s office tray labeled “Subcontracts”  All others – Placed in Kaitlin’s office tray labeled “Suhail” 6. Kaitlin / Student a. Kaitlin circles on the checklist what type of folder and/or label needs to be created: Blue, Yellow, Red, Federal Label b. Kaitlin will route the various types of award packets to the student/intern employee.  To be Filed: Budget changes  Folder Change: PI Change, Date Change  Create Blue, Yellow, and Red Folder: o Blue: All awards get a main blue folder o Yellow: For invoicing that occurs semi-annually, quarterly, monthly, other (non 214 fund #’s). Also, created for EAHEC LOG’s, and 159XXX invoicing. o Red folders are created for master agreements.  Once the new folder is created or a change is made to an existing folder, Kaitlin will check to make sure the PI name, Agency, Grant, and Fund information are correct. o Distributes the completed blue New Award folder to the Award Managers o Yellow folders are given to student for filing in Suhail’s office. o Red folders are given to Kathie. c. Puts the date next to #6 when the above steps are completed. d. Subcontracts Returned to Award Manager? (indicated in #2)  YES: Returns the award packet to the Award Manager.  NO: Routes the award packet to Kathie. 7. Award Manager a. Subcontracts: Completes their process with the returned subcontracts and routes the award packet to Kathie.

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b. New Awards: Checks the file for accuracy. Once complete, the file is placed in the “Process” basket in the file room for the student/intern employee to distribute.  New awards are placed in the “Review” box in the file room for Kathie to review.  LOG’s are filed in the “LOG” box.  Awards that had modifications made that were previously checked by Kathie at creation can be directly filed without re-review by Kathie. c. Puts the date next to #7 when the above steps are completed. 8. Kathie / Quality Control a. Reviews the award in its entirety to ensure the information is accurate and complete. Awards may be returned for correction or other actions to the award manager, Suhail, Linda, or Kaitlin. b. When the review is complete, places a check mark and initial (K) on the award brief. c. Places the award packet contents into the folder or gives to student/intern to complete. d. Places the reviewed and approved file in the “filing” box. 9. Student a. The student files the reviewed file. This concludes the OGC Award Routing Tutorial.

Attachments: Appendix A

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Appendix A: Diane’s Process


OGC AWARD ROUTING

1. Diane a. Receives the award cover sheet from OSP. b. Date stamps and initials the Award Cover Sheet c. Logs the award into the Grants Awarded (Date) Log found in Share Drive > Grants and Contracts > Grants > Grants Awarded. The following information (if given) is to be entered into the log: Award Amount Award manager PI Name Sponsor Name Received Date OSP Number (From OSP) Comment d. Attaches a routing checklist sheet with the award manager information completed. e. Puts the date next to #1 when the above steps are complete. f. Routes the award packet to the appropriate Award Manager.

C. Use this information to fill out the Grants Awarded Log. The log is shown below.

B.

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OGC_Award_Routing_IT (1)