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GRANT "Go-To" GUIDE

I. PRE-AWARD: Who will help me get a grant? A. DEVELOPING & WRITING Task

PI

Discuss/develop proposal idea w/ Dr. Peterson (as needed) & collaborators; contact Cynthia Byars to make appointment

Charlotte Peterson, Associate Dean for Research

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As needed

Schedule a Grantsmanship presentation to discuss project w/ peers (Grantsmanship Program participation required for faculty w/ > 20% research DOE)

X

Meet w/ grant team (PI, Betsy, & Cynthia) to develop grant submission timeline

X

X

Obtain eRA COMMONS user name (let CGO know if do not yet have one) Literature search, reference verification

X X

X

Grant Component: Biographical sketch

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Grant Component: Research plan (specific aims, research strategy, etc.); PI may meet w/ Dr. Peterson to discuss or to receive input Grant Component: Human subjects protection (IRB) or animal care (IACUC) Grant Component: Data safety & monitoring plan (as needed) Grant Component: Resources (contact Cynthia if you need info on UK facilities/institutional resources for inclusion in a proposal) Grant Component: Budget development Cost share, incentive distribution? Let Dr. Peterson & Betsy know.

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Betsy Northrup, Cynthia Byars, College Grants Officer Research Projects Mgr

X X

Can assist, as needed X

X X X X X

X X

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Last Updated: 4/19/13


B. COMPLETING THE NECESSARY FORMS Task

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Send application guidelines/link to Cynthia & Betsy Download application package & required forms Send grant content to Cynthia to format according to guidelines (e.g. biosketch(s), resources, budget(s), research plan, human subjects, appendices, & other attachments, as needed)

X X

Backup

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Backup

Backup

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Backup

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X

Edit for content, clarity, organization, style of references, spelling, & grammar Complete conflict of interest/financial disclosure through myUK * PI to complete annually in March e-IAF *Must begin routing 10 days prior to grant deadline (CHS policy) & fully executed 3 days prior to grant deadline (OSPA policy); CGO needs the following from PI in order to begin routing an e-IAF: (1) grant title, (2) budget justification, (3) budget, (4) abstract, (5) grant guidelines Track signatures during routing of e-IAF

Cynthia Byars, Betsy Northrup, Research Projects Mgr College Grants Officer

X

X

C. ASSEMBLING & DELIVERING THE PROPOSAL Task Review & proofread entire application Collate documents in shared drive & prepare for final upload If paper submission, make copies of entire application Upload & send e-application to OSPA If paper submission, deliver to OSPA for mailing

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Cynthia Byars, Betsy Northrup, Research Projects Mgr College Grants Officer X X X Backup Backup

X Backup Backup X X

Last Updated: 4/19/13


D. FOLLOW-UP AFTER SUBMISSION Task Add submission to SP database & track status Prepare IRB application & submit to Chair for review & signature Remind all Key Personnel to obtain the required Certification of Education for Human Subjects Protection, if they have not already done so Notify Cynthia & Betsy (CGO) if your proposal: a.    was received & assigned a number b.    was reviewed & assigned a score c.    has been funded or denied Obtain “Just in Time” Information, if Requested; Upload to eCommons, send email to RA (Wendy Compton) indicating ready for submission: a.    Other Support b.    Documentation of Human Subjects Education c.    IRB & IACUC Approval Follow up on grant status w/ funding agency (as needed)

PI

Cynthia Byars, Betsy Northrup, Research Projects Mgr College Grants Officer X

X X

X

X

Review the Other Support

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X

E. HOORAY! I GOT THE GRANT! NOW WHAT? Task Let Cynthia know! She will make a College announcement & track in SP Update/modify budget if necessary

PI X X

Review updated budget, add sponsor classes, & submit to OSPA accounting staff Inform sponsor of changes in budget or personnel if necessary Prepare subagreement request Monitor spending of grant funds Make requests for rebudgeting or carryover Update/modify annual continuation budget Prepare 2590/eSNAP forms, continuation reports Meet with Business Office to discuss DOE, NR, & personnel changes

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Betsy Northrup, Cynthia Byars, College Grants Officer Research Projects Mgr X X

X X X X X X X

X X X X X X

Last Updated: 4/19/13


II. POST-AWARD Who will help me with my grant account management? A. MONTHLY RECONCILIATION OF GRANTS Task

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Meet quarterly to discuss grant accounts Maintain grant account files Prepare monthly ledger report for review by PI Check balance in each category on grant ledger report (monthly) Match ledger w/ invoices & packing slip documents that have posted to the grant (monthly) Check payroll for appropriateness of charges (monthly) Contact CGO if there are any discrepancies in grant ledger charges

X

Contact CGO of any needed changes to personnel charging salary to grants Request payroll coordinator to make necessary changes to personnel charging salary to grants Check F&A to make sure it is not over spent Correct over spent F&A Check accounts to make sure no CAS items have hit account incorrectly Remove CAS items that have hit account incorrectly Make sure account is not overspent & will not be overspent Correct over budgets on account

Business Officer

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X

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X

X X

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Betsy Northrup, College Grants Officer X X X X

X

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X X

Run Cost Share report to determine that cost share report to OSPA is correct

X X X X X X X

B. PROCESSING CHANGES ON GRANTS Task Prepare justification for budget revision Process budget revisions Complete JV form to correct discrepancies on grants Approve travel requests & supply orders to be charged to grants. CGO will review to ensure funds are available to cover proposed expenditures Approve subcontract payments Process payments for subcontracts Approve consultant payments Process payment for consultants Process purchase orders Request carry forward at the end of an account (initiate process 60 days prior to the end of the grant)

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Business Officer

Betsy Northrup, College Grants Officer

X X X

X X X

X

X X

X

X X X

X

X X

Last Updated: 4/19/13


C. IMPREST CASH ACCOUNTS - see CGO Task Request CGO to set up account 30 days prior to date needed Set up account through Treasury Services Maintain account documents (account start up information, bank statements, reconciliations) Reconcile checkbook/account monthly Send quarterly reconciliations to Treasury Services Turn in “Notice of Payment” forms to CGO Process reimbursement paperwork for custodial checks Request extension if necessary through CGO Process paperwork for extension Notify CGO to closeout account Process paperwork to closeout account

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Business Officer

Betsy Northrup, College Grants Officer

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X

X

X

X

X

X

X

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X

X X X X X

D. OTHER RESPONSIBILITIES Task

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Ensure costing guidelines are followed Ensure that Cost Accounting Standards (CAS) are followed & grant accounts do not have CAS charges on them Ensure award terms are followed Approve & request “E” [Expected] status account when necessary Verify account indirects Monitor research incentives Assist with close out of fixed price agreements Complete DOEs of faculty with sponsored research commitment

X

Charlotte Peterson, Associate Dean for Research

Betsy Northrup, College Grants Officer

Denise McCarthy, Business Officer

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X

X X X

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X

X X X

X

E. ALL GOOD THINGS MUST COME TO AN END… Task Request no-cost extension 60 days before end date, if needed Prepare final (scientific) report & invention statement Provide support for final financial report to SPA

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Betsy Northrup, College Grants Officer X X

Last Updated: 4/19/13


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