CRADLE TO GRAVE
WORKSHOP
POST AWARD
June 9, 2014
Katherine Newkirk, kbnewkirk@jhmi.edu
Research Service Manager, Division of Infectious Diseases
The Post Award Process

The Notice of Grant Award (NGA)
 Post
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Distribute the Budget in SAP
Subaward Set-up (if included in award)
Adding Salaries via Eforms
Account Reconciliation
 Best

award begins!
Practices
Progress Reports
The Notice of Grant Award (NGA)
NGA – cont.
NGA – cont.
Distributing the Budget (Handout)

Use a template to assign dollars amounts to the
Sponsored Class Categories
 Reduce
Data Entry Errors
 Save a Record of Entry

Things to Remember in GM Budget Create
 Your
Credit and Debit amounts must always equal
 Enter in amounts in the today’s current FY, not
necessarily the FY that the budget covers
 Include Revenue Sponsored Class if transferring
amounts to more than one IO within a grant.
Subawards Set-up

ORA Subcontract Office will email you and ask to
complete the following to generate a Sub agreement
Subaward Info Sheet (Handout)
 Statement of Work, which includes deliverables table
 Significant Financial Interest (SFI) Form for Subs
 IRB/IACUC Approval letters (if applicable)


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ORA Subs will then send the partially executed
agreement to the Subrecipient
The agreement is not executed until the Subrecipient signs
& returns the agreement to ORA Subs for 96*IO creation
Subaward set-up takes time, this should always be a priority after the NGA is issued!
Subrecipient Monitoring

Fast Facts for July 1st Changes
 http://www.hopkinsfastfacts.org/PPT/FFJune04_2014.ppt

Track your Subrecipient Invoices & Remaining Balance
Adding Salaries - Eforms
Salary Distribution for FY
Account Reconciliation - Overview



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Needs to be completed on all sponsored IOs within
60 days of month end to be considered timely
Run BW Reports to get your account detail for review
Create a Review Sheet to document any unallowable
expenses for transfer
PIs must sign off
Doesn’t count without
documentation!
Account Reconciliation – PI Review
Sponsored Rev-Exp Summary
Sponsored Rev-Exp Detail
Summary of Gross Salary
Vendor Payment
Best Practices


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Work closely with SPSS, and especially your
specialist on workflow.
Constant review of funds.
Communicate with PI’s! Often small conversations
and side comments will be revealing
Timely processing of any accounting items
Great post-award practices will make reporting effortless!
Importance of Organization

Attention to Detail
 Avoid
Errors
 Work “Smarter not Harder”
 Improve Performance

Teamwork
 Increases
Efficiency
 Raises Self-Esteem
 Promotes Creativity
 Creates Unity
 Increases Communication
Shadow Systems
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Excel, Excel, Excel
Adobe Forms
Chart of Accounts
Salary Distribution
Subrecipient A/P
Projection Worksheets
Reconciliation
Progress Reports
Progress Reports - Overview

Yearly reporting that updates the sponsor as to the
status of the project
 Science
– PI Responsibility
 Admin/Finance – RSA Responsibility


PIs/RSAs work in tandem the same way they do in
preaward.
Completed electronically via eRA Commons as RPPR
 commons.era.nih.gov
 http://grants.nih.gov/grants/RPPR/rppr_instruction_guid
e.pdf
Progress Reports – PI Components

Accomplishments
 Separate

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Plans for next Reporting Period
Publications
 PI

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2 pg pdf
must use MyNCBI
Other Support Pages for Key Personnel (Handout)
Anticipated Challenges or Delays/Significant Changes
Inclusion Enrollment Report/IRB and IACUC approvals
Carryover Balance
 Must
explain if over 25%
Progress Reports – RSA Components

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Assembling PI Components into the RPPR
Assign Admin & Signing Officials
Participants
 Add
all personnel over 1 cal month (8% effort)
 PI included regardless of effort


Budget, if applicable
Route to your Signing Official for direct submission
You must also complete a Coeus PD
Questions

Katherine Newkirk, kbnewkirk@jhmi.edu
 Research
Service Manager, Div of Infectious Diseases