ࡱ> )+(]!` !bjbj\\ .>>>&&&&&&&:B$B$B$8z$$$L:C$:0%0%0%0%,,,KCMCMCMCMCMCMC$EhH$qC&,,,@,,qC&&0%0%pC000,&0%&0%KC0,KC00@|&&GB0%$ ``ZB$h-XKABC0C]A4I-n4I$GB4I&GB,,0,,,,,qCqC.0X,,,C,,,,:::$::::::&&&&&&  EMBED Unknown  UAMS ADMINISTRATIVE GUIDE NUMBER: 8.3.08 DATE: 11/26/2003 REVISION: PAGE: 1 of 3 SECTION: FINANCE DEPARTMENT AREA: RESTRICTED FUNDS ACCOUNTINGSUBJECT: GRANTS MANAGEMENT RESPONSIBILITIES PURPOSE The purpose of this policy is to identify roles and responsibilities in the administration of grants and other sponsored programs. POLICY There are three general phases of a grant: Submission, Pre-Award, and Post Award. Within these three phases responsibilities for managing grants are distributed to the individual Departments, the Office of Research and Sponsored Projects (ORSP), and Restricted Funds Accounting (Grants Accounting). In all cases below, Department Administration refers to the department submitting the grant proposal, and should include notification to all other relevant departments. SUBMISSION From proposal development to submission to the agency Department Administration Assist PI with budget preparation Check budget and ensure that salaries on the application are the expected salaries for the time of the award Review all cost sharing elements to ensure compliance with UAMS Cost Sharing policy. (Policy# 8.3.02) Assist Principal Investigator (PI) with blue sheet preparation and routing for signatures in a timely manner ORSP Make sure the applications are uniform and adhere to page length requirements Ensure that statements about institutional assets for research are accurate Check budget and ensure salaries are calculated correctly and FTEs agree with the Other Funding page of the application Ensure indirect costs (IDCs) are included in all applications according to DHHS rate agreement and other agency guidelines and process waivers of IDC with Vice Chancellor for Academic Affairs and Research Operate Electronic Research Administration (ERA) systems with external agencies; Fastlane, NIH Commons, DoD Grant Systems, AHA grant systems, etc. Review all cost sharing elements to ensure compliance with UAMS Cost Sharing policy. (Policy# 8.3.02) Authorized signatory Grants Accounting Pre-Award From proposal submission to award receipt Department Administration Provide ORSP Office with necessary documents to assist in timely award release Provide Grants Accounting with information required for WBS set up Request Advance Account Setups  EMBED Unknown  UAMS ADMINISTRATIVE GUIDE NUMBER: 8.3.08 DATE: 11/26/2003 REVISION: PAGE: 2 of 3 ORSP Check institutional eligibility requirements Check PI eligibility requirements Check and/or negotiate pre-award terms and conditions Make sure policy requirements are up do date, i.e., debarment and suspension, drug free workplace, lobbying, etc. Check for financial conflicts of interest Check all safety concerns. Biosafety, rDNA, etc. Ensure that human subjects and animals are protected Check for consortium agreements and obtain appropriate letters of intent Negotiate legal terms and conditions with industry sponsors. Act as liaison between institution and extramural funding agencies Grants Accounting Process advance account setups Post-Award From award receipt to closeout Department Administration Complete and return to Grants Accounting signed Center Maintenance Form Review grant award and confirm the final budget to Grants Accounting Generate framework requisitions in SAP and assist PI with requests to set up consortium agreements and subcontracts, including generating the budget and scope of work. Generate purchase requests for supplies, capital equipment, and other expenses using the SAP procurement system Review for accuracy and distribute SAP grant detail and summary to PI on a monthly basis Review staff funding allocations on a monthly basis Review actual expenses against the budget on a monthly basis Review grant expenditures for compliance with agency requirements on a monthly basis Review Facilities and Administration (F&A) posting for accuracy on a monthly basis Prepare Interdepartmental Transfers (IDTs) and Amended Payroll Certifications (APCs) for cost corrections as needed Process miscellaneous billings for clinical trials Prepare and submit to Grants Accounting completed Certified Cost Summary and Closeout Checklist no more than 30 days prior to agency deadline for report submission ORSP Proofread and check award notice to make sure all computations are correct Process requests for changes in scope Process requests for pre-award costs Process requests for changes in key personnel Process changes in grantee organization or status Review interactions with foreign components Process carry-over requests  EMBED Unknown  UAMS ADMINISTRATIVE GUIDE NUMBER: 8.3.08 DATE: 11/26/2003 REVISION: PAGE: 3 of 3 Process requests for no-cost extensions Set up consortium agreements Renegotiate consortium agreements Ensure human subjects committee approvals are current Ensure animal care committee approvals are current Ensure other safety committee approvals are current Link funding to human subjects protocols and vice versa Grants Accounting Process account closeouts Process account setups Create and process Center Maintenance Forms Process payroll corrections that cross fiscal years Facilitate the A-133 annual audit Process budget revisions Review accounts for committed cost share (For full explanation of the UAMS policy on cost share, please refer to policy 8.3.02 in the UAMS Administrative Guide.) Maintain Electronic Research Administration (ERA) database Recover Facilities and Administration (F&A) Costs on a monthly basis Process Interdepartmental Transfers (IDTs) Process miscellaneous billings monthly Disposition of property during final close Prepare ad hoc reports (i.e., chancellors report, audit reports, etc) Prepare Financial Status Reports (FSR) (SF 269 or 269-A) Prepare Report of Federal Cash Transactions (SF 272) and perform periodic drawdowns from federal agencies Prepare Outlay Report and Request for Reimbursement for Construction Projects (SF 271) Process invoices for payments of subcontracts Monitor subcontracts for compliance with A-133 guidelines Manage the time and effort reporting system Manage the post-award grants management training program Analyze and negotiate F&A rate with cognizant agency       &^_X Y a b  a k C |vr|eWe|vQKQKQ hIPCJ h~kCJh +h +OJQJ]^Jh +6OJQJ]^Jh h CJh 6OJQJ]^JhH'^h CJaJh CJOJQJ^J hH'^h CJOJQJ^JaJ hF?5hH'^hF?5>*]hH'^hF?>**j]gH hH'^hH'^>*OJQJUVaJhH'^hH'^>*OJQJaJ$jhH'^hH'^>*OJQJUaJ_  ( XAkd $$If0!!a$$ (d$Ifgd;]a$$d$Ifgd;]a%$$ # p@ P 0&d P gdF?$$0^`gdF? $$0gdF?!!( ) 2 W X Y a b jh`XPX$a$gdF?$a$gdF?$a$gdF?Akd $$If0!00!a$$d0$Ifgd;]aAkd $$If0!!a  ! 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