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Research Accounting

Grant Cycle

SP = Sponsored Programs | RA = Research Accounting | PI = Prinicipal Investigator | DR = Department Representative

Process SP RA PI DR
Identification of Funding Opportunities        
Search for funding opportunities using agency websites, Community of Science (COS) or sponsor contacts X   X  
Obtain sponsor guidelines and application forms X   X  
Disseminate information on funding opportunities to PIs X      
Provide guidance regarding eligibility, submission requirements and deadlines X      
Proposal Preparation        
Prepare technical/research content of proposal, such as: title page, table of contents, abstract, scope or statement of work, methodology, and other items dictated by sponsor guidelines     X  
Prepare the proposal budget. This should restate scope of work and/or methodology in terms of dollars X   X X
Provide guidance on the following budget issues, when applicable: current salaries, fringe benefit rates, indirect cost rates using the appropriate base, cost share amounts, and program income X      
Provide assistance in the preparation of agencies' standard forms X      
Prepare and sign certifications and/or assurances, if required X      
Proposal Routing        
Prepare the following internal documents to accompany the proposal for approval and tracking purposes, and obtain the appropriate signatures     X X
   Pre Award Routing Sheet (Principal Investigator, Department Chair, College Dean)        
   Disclosure of Financial Conflict of Interest (Principal Investigator)        
   Patent Policy Acknowledgment and Acceptance (Principal Investigator)        
   Institutional Contribution        
         
Include the following items in the proposal if a subcontract is part of the project     X X
   Letter of Intent from the subcontractor, signed by the authorized representative        
   Scope of work for subcontractor's portion of the project        
   Budget for subcontractor's portion of the project        
   Copy of the subcontractor's approved indirect cost rate agreement (if applicable)        
         
Deliver the proposal package to Sponsored Programs allowing enough time for review and to meet deadlines   X   X
Negotiations and Acceptance of Award        
Review terms and conditions of award and negotiate with sponsor, if necessary X      
Approve scope of work     X  
Consult with the Technology Transfer Officer (TTO) if project involves intellectual property issues X      
Obtain the university attorney's approval for contract form and legality X      
Officially accept contract on behalf of Florida Atlantic University (authorized signature) X      
Obtain a fully executed award document X      
Compliance Review        
Note the compliance issues for the proposal on the Pre Award Routing Sheet, such as Human Subject, Animal Subjects, Infectious Agents, Non-Exempt Recombinant DNA, Radioactive Material, Boating/Diving, or Hazardous Chemicals     X  
Submit the protocol for each compliance issue to the appropriate Review Committee     X  
Obtain approval from the Compliance Review Committee     X  
Process post award paperwork after compliance issues are satisfied X      
Account Set-up        
Prepare Post Award Worksheet and distribute paperwork to CG and PI/DR X      
Assign account number and notify SR and the PI/DR   X    
Set up account on Banner   X    
Set up cost share account (if required) and notify SR and the PI/DR   X    
Set up program income account (if necessary) and notify SR and the PI/DR   X    
Prepare budget transfer to add budget dollars into the Banner Research Accounting System       X
Approve budget transfer to add budget dollars to account X      
Award Maintenance        
Initiate requests to rebudget       X
Approve rebudget requests (obtain written sponsor approval, if needed) X      
Request no cost extensions from the sponsor (requires PI and SR signature) X   X  
Generate employment contracts and personnel action forms       X
Approve employment contracts and personnel action forms X      
Initiate purchase requisitions     X X
Approve purchase requisitions for allowability   X    
Review and approve expenditures for allowability and allocability     X  
Oversee expenditures for allowability and allocability       X
Reconcile accounts on a monthly basis       X
Subcontracts        
Prepare, negotiate, and execute subcontract agreements X      
Provide a copy of fully executed subcontract agreement to CG and PI/DR X      
Prepare purchase requisition and Sponsored Programs Exemption Form (if required) and submit to SR     X  
Submit a copy of the agreement, purchase requisition and SREF to Purchasing so that Purchasing can issue a Purchase Order to encumber funds for the subcontract amount X      
Monitor progress reports and deliverables submitted by subcontractor     X  
Approve invoices submitted by subcontractor and send to Accounts Payable for payment     X  
Program Income        
Deposit Program income received into the proper program income account       X
Review and approve expenditures for allowability and allocability     X  
Oversee expenditures for allowability and allocability       X
Reconcile accounts on a monthly basis       X
Report program income to sponsor on appropriate financial form   X    
Close out program income accounts using the same procedures as other sponsored accounts   X    
Cost Share        
Prepare budget transfer to add budget dollars into the Banner Research Accounting System       X
Approve budget transfer to cost share account, if funded by a Sponsored Research Trust Fund Account (if cost share account is funded by an E&G account, the budget transfer is approved by the University Budget Office)   X    
Generate employment contracts and personnel action forms       X
Approve employment contracts and personnel action forms X      
Initiate purchase requisitions       X
Approve purchase requisitions for allowability   X    
Review and approve expenditures for allowability and allocability     X  
Oversee expenditures for allowability and allocability       X
Reconcile accounts on a monthly basis       X
Monitor cost share during the life of the award to verify that it is appropriately posted as it is incurred   X   X
Verify that the cost share required has been accounted for and documented by the end of the project period   X    
Report cost share to sponsor on appropriate financial report   X    
Closeout cost share accounts using the same procedures as other sponsored accounts   X    
Invoicing the Sponsor        
Determine frequency and method of invoicing   X    
Prepare and submit invoices as required, including supporting documentation as needed   X    
Notify CG of completed tasks, milestones achieved, deliverables submitted     X  
Determine frequency and method of invoicing Coordinate FINAL invoice with the PI/DR in order to include all appropriate expenditures   X    
Accounts Receivable        
Deposit funds received into the proper account (checks, wires, ACHs, EFTs)   X    
Monitor accounts receivable and pursue the collection of outstanding invoices   X    
Consult with PI on outstanding invoices when necessary   X    
Preparation and Submission of Financial Reports        
Determine which financial reports are required and the due dates   X    
Prepare and submit interim and final financial reports on a timely basis   X    
Consult with the PI/DR on FINAL financial reports to ensure that all appropriate expenses are included   X    
Preparation and Submission of Technical Reports        
Identify requirements/specifications for the technical reports required by the sponsor     X  
Prepare and submit interim and final technical reports in a timely manner     X  
Preparation and Submission of Patent Reports        
Identify the patent reports and due dates that are required by the sponsor X      
Prepare and submit the patent reports in a timely manner with assistance from the TTO and/or PI, when necessary X      
Preparation and Submission of Property Reports        
Identify the property reports and due dates that are required by the sponsor X      
Prepare and submit the property reports on a timely basis X      
Closing Accounts        
Identify the accounts that should be closed. Consult with the PI/DR to determine whether or not the project will be extended   X    
Determine whether there are pending items that need to be resolved before the account is closed, such as outstanding receivables, outstanding travel advances, and outstanding encumbrances   X    
Work with DR to initiate transactions to zero out accounts   X    
Verify that all FINAL technical and patent reports were submitted to sponsor, as required X      
Verify that all FINAL financial and property reports were submitted to sponsor, as required   X    
Inactivate account on the SAMAS systems   X    


 Last Modified 11/8/16