Award Process

Award Process: The Money is Here

Sponsored Programs Administration2012 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 University’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 Responsibilities of Sponsored Programs

Administration (SPA) 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 Responsibilities of the PI (cont.) 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

Sponsored Programs Administrators

Handles the following award instruments: Grants Cooperative Agreements Contracts from:

Federal State Governmental Entities

Sponsored Programs Contract Administrator

Responsible for: Private for profit/non profit (Foundation) Industry International/Foreign

Sponsored Programs Contract Administrator Benefits of the new Contract Administrator Attention to terms detailed in the contract Ability to devote more time Persistent follow up processes Liaison for Research and Technology

Corporation (RTC) University Industry Demonstrations Partnership

(UIDP) Member

Private Sponsors

Typical Characteristics: Unfriendly university terms No previous university relations Complicated terms & conditions Unfamiliar with state laws Expect expediency more so than

state/government

Private Sponsors

Award Process Same as if you’re working with your designated

administrator Office of Entrepreneurship and Technology Transfer Office of Research Security (Export Control) University Counsel Office of Regulatory Compliance & Safety

Notification stage is the same

MSU – Research and Technology Corporation Alternative route to accept difficult awards Private entity separate from MSU Can accept terms that MSU cannot Charges 5% MTDC in addition to existing

overhead (44.5+5%)

Subawards

NCURA Peer Review Final Report of Peer Review Results of the Review, November 29, 2011 Recommendations to MSU

Risk Assessment Subrecipient Monitoring

Subaward Unit in Sponsored Programs

Subawards

PI’s Responsibility at Proposal Stage Required information for potential subaward

Statement of Work Budget and Justification Letters of Commitment Negotiated Rates Contact Information

This information is attached to the Subaward Request Form

Subawards

Your proposal has been awarded! It is the PI’s responsibility to communicate with

the subaward unit To request the issuance of the subaward, email

subaward documents to [email protected]

Subawards

Improving the Process Creation of new forms

Subrecipient Commitment Form Request for New Subaward Request for Subaward Modifications

Units on campus will be recruited to pilot new forms

Subawards

Improving the Process Educational sessions about subaward process

Stay tuned for updates SPA List Serv SPA Training

For questions email [email protected]

Presenters

Tina Hood, CRA, Assistant DirectorPh: 662-325-3273Email: [email protected]

Angie Templeton, Associate AdministratorPh: 662-325-2346Email: [email protected]

Robyn Remotigue, CRA, Assistant DirectorPh: 662-325-7397Email: [email protected]