Award Process
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Transcript of Award Process
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Award Process: The Money is Here
Sponsored Programs Administration2012 Research Seminar Series
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Roadmap for Today’s Discussion
What is an award? Instrument Type Sponsors
Responsibilities Sponsored Programs Contract Administrator Subawards
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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.
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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
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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.
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Award Classification
Award Type Cost Reimbursement
Expenses are incurred Institution bills for expenses Funds are received only for expenses Unspent balance is lost
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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
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Sponsor Types
Federal State Private for Profit Private Non-Profit International/Foreign
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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
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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
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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.
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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.
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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.
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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
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Sponsored Programs Administrators
Handles the following award instruments: Grants Cooperative Agreements Contracts from:
Federal State Governmental Entities
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Sponsored Programs Contract Administrator
Responsible for: Private for profit/non profit (Foundation) Industry International/Foreign
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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
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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
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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
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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%)
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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
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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
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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]
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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
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Subawards
Improving the Process Educational sessions about subaward process
Stay tuned for updates SPA List Serv SPA Training
For questions email [email protected]
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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]