PostAward Issues for the PreAward Administrator.ppt

Post-Award Issues for the Pre-Award Administrator Panelists: Tim Leung Senior Research Accountant Stanford University Craig Johnson Compliance Analyst University of Washington Csilla M. Csaplár Contract Grant Officer Stanford University Agenda Discussion of common issues (and solutions) that arise during proposal development and award stage that impact post-award Terms and conditions to avoid Ways to be proactive! Building the bridge between pre-award and post-award to facilitate effective project management Budgets Identify Cost Categories Unidentified costs May require sponsor approval for rebudgeting Bottom line: Not in the budget? Ask. Personnel Costs: Proposal vs. Expenditures Materials/Supplies vs. Equipment Subawards vs. subcontracts Correct rates applied Budgets, continued Budget projections Impacts of poor planning: Loss of direct cost funding available to the project Loss of FA/indirect cost recovery Disallowances Open communication reduces potential for: Excessive, inappropriate, or late cost transfers Manual adjustments Disallowances Revised invoices/financial reports Audit findings Loss of expanded authorities or letter of credit drawdown eligibility Awards Award classification – award type, award instrument, sponsor type Single PI vs. Multiple PIs One shared account or separate accounts for each? PIs from different departments/divisions Access? Controls? Budget years vs. cumulative project period Separate accounts? Is carryforward automatic or is prior approval required? Award Notices Identify important information that post-award will need Payment terms or schedule Financial reporting requirements and timelines PO or award number to be included on invoice Restrictions Milestones Award Set-up Interest earned Return to sponsor? Use toward the project? For use at institution’s discretion? Tracking Reporting Interest Income Tracked separately from revenue Recorded as income, not expense Cost sharing Award Set-up, continued Period of Perfor