11 th Annual Post Award Workshop Sponsored by: Vice President for Research Sponsored Programs Office Sponsored Programs Accounting.

11th Annual Post Award Workshop

Sponsored by:Vice President for ResearchSponsored Programs Office

Sponsored Programs Accounting

iClickerA. I have a pending proposal(s)

and/or funded award(s).B. I am support staff and/or

from administration.C. I do not have either a pending

proposal or a funded award.D. I am a party crasher and I am

here for the lunch.

• Organizational Overview

• Staff Introductions

• Project Payroll Certification Document (PPCD)

• The Post Award Process

• Institutional Research and Development (IRAD)

• Answer specific questions

Workshop Goals/Objectives

VPR Structure for Sponsored Projects Administration

VPRVice President for Research

Dave Reed

SPO Sponsored Programs Office

Julie Seppala

PRE-AWARD SPOPOST AWARD

Sponsored Programs Accounting (SPA)

IIEInnovation & Industry

Engagement Jim Baker

PRE-AWARD IIE

Sponsored Programs Accounting

Tammy LaBissoniere Associate Director

Kelly Kallio Grant Accountant

Federal/Other

Chris Stancher Assistant Grant Accountant

Federal Pass Thru Expenditure Review/Financial Rpts

Tracy LaPlante Assistant Grant Accountant Industry

Federal Letter of Credit Billing

Richelle Schwaller

Grant AccountantState/State Pass Thru/Federal Pass

Thru State of Michigan

Christine Klein Billing Coordinator

Invoicing & Receivable Collection/Financial Rpts

Carol Frendewey Office & Account Assistant Expenditure Review

Support Staff

Karen Foltz Office & Account Assistant

Support Staff

Responsibilities – Team Effort

Responsibilities – Principal Investigator (PI) and Department Chair/Director

Responsibilities – Sponsored Programs Accounting

Approximately how many invoices does SPA submit to Sponsors in any given year?

A. 5,000B. 3,000C. 1,500D. 500

FUN FACT“Funded/Awarded” does not always mean

cash is received.

PPCD Certification

Sponsored Project is AwardedWhat Now?SPO/IIE

receives award

notification

SPO/IIE reviews

the terms &

conditions SPO/IIE routes to PI

with the Notification of Award

(NOA)

PI reviews the terms

& conditions/

NOA and approvesSPO/IIE

routes for authorized signatures

SPO/IIE routes fully

executed award to PI

& SPASPA sets up

index number in

Banner

SPA informs PI

& Dept Coordinato

r of the index #(s)PI begins

work on project and

spending begins

Approximately how many active Sponsored Projects does Michigan Tech have every year?

A. 500-600B. 300-400C. 800-900D. over 900

FUN FACT

Sponsored Project Spending

Project Awarded/Spending Begins

Paperwork submitted by PI & Department Coordinator/Correct Index(es) Charged

PI & Department Coordinator review monthly financial reports

If corrective action is needed, PI works with Department Coordinator

Is the Expenditure Allowable?

Are the expenditures reasonable, allocable & consistently treated?

Are the expenditures reasonable, allocable, applicable & consistently treated?

Are there funds available and is the

expenditure within the start/end date of the

project?

Is the expenditure allowable per OMB Circular A-21 and/or

sponsor?

What are some examples of unallowable

expenditures?

Does the expenditure require prior approval?

What if the expenditure is

unusual?When is budget flexibility a concern?

Budget Flexibility Budget Modifications

Approximately how much in expenditures on Sponsored Projects in one given year?

A. $ 70 MillionB. $ 43 MillionC. $ 35 MillionD. $ 25 Million

FUN FACT

Tools for Managing Your Projects

• Budget versus actual expenses

• Encumbrance

• Labor Reports

• Detail Transaction

• Salary & Wages by Anniversary Year

Approximately how many payroll reallocations does SPA see in a year?

A. 200-300B. 1,000-1,100C. 2,000-2,100D. 700-800

FUN FACT

Reallocations

Award Closeout

Remember: 90 – 60 – 45 – 30

Institutional Research & Development (IRAD)

Of the total $11M in Facilities and Administrative (F&A) costs collected in fiscal

year 2011 how much was kept for central administration?

A. $ 4MB. $ 7MC. $ 10MD. $ 2M

FUN FACT

Post Award Wrap Up

• Ask SPA for help!• Good financial management = project success• Important to the process

– Timely charges and reallocations– Timely closeout

• Costs must be reasonable, allocable, applicable and consistently treated

• IRAD indexes – project costs & grad support

ContactsSponsored Programs

Accounting (SPA)7-2244

Tammy [email protected]

Richelle [email protected]

Kelly Kallio

[email protected]

Sponsored Programs Office (SPO)

7-2225

Julie [email protected]

Kim [email protected]

Lisa [email protected]

Innovation and Industrial Engagement (IIE)

7-2228

Jim [email protected]

Marilyn [email protected]

Tom [email protected]

Web Resources• SPA website:http://www.mtu.edu/research/administration/sponsored-programs/accounting/

• Post Award Administration Manualhttp://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/PostAward_Manual.pdf

• Allowable/Unallowable costs: http://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/allowable-expenditures\

• Charging expenditures to Sponsored Projectshttp://www.mtu.edu/research/administration/sponsored-programs/accounting/post-award-management/salary-wages-payroll

• Internal Budget Modification Guidelineshttp://www.mtu.edu/research/administration/sponsored-programs/accounting/pdf/int-budget-mod-guidelines.pdf

Request for a budget modification• Request for Budget Modificationhttp://www.mtu.edu/research/administration/sponsored-programs/pdf/req_mod.pdf

IRAD Guidelineshttp://www.mtu.edu/research/references/guidelines-procedures/institutional-research-development.html