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 |