Project Management
Objectives
• Understand the roles and responsibilities for
grants management
• Provide tips and tools for the day-to-day tasks
involved
• Discuss the most commonly misunderstood
concepts
Decentralized vs. Centralized
• Decentralized means that the department has
more control over the financial management of
the project
• It also means the department has more
responsibility for the financial outcome of the
project
Stages
•Proposal Preparation
•Pre-award
•Post-award
Proposal Preparation
• Assist the Principal Investigator
with budget preparation
• Review proposal routing form for:
–Budget Accuracy
–Cost sharing
–Subawards
Pre-Award/Post Submission
• Award Release
– Award notifications must go through the Central
Office
– All updates of pending grants must go through the
Central Office
• Advance Account Setups
– Strongly encouraged to prevent expenses from
hitting the wrong account
• Subaward management
Post-Award
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Grant Account Setups
Procurement
Reporting
Staff Funding Allocations
Amended Payroll Certification (APC)
Review Expenditures
Budget Modifications
Miscellaneous Billing
Grant Transfers
Subaward Management
Account Closeout
Grant Account Setups
• Establish Signature Authority
• Review grant award and confirm that
the proposed budget and awarded
budget match
• Provide Cost Share account when
required
Procurement
• Ensure that purchased items are considered
allowable costs to the grant
• Purchased items must be received during the
grant period
• Use the correct G/L or expense object code
• Know the threshold for capital equipment
(UAMS is $2,500).
• Ensure that all purchases are received and paid
for before the project period expires
Reporting
• Grant Financial Summary Reports
• Grant Financial Detail Reports
• The department grant manger is
responsible for ensuring that reports
are distributed to the Principal
Investigator in a timely manner
Staff Funding Allocations
• Review the personnel listed in the grant
proposal
• Verify with the Principal Investigator the percent
of effort for all grant personnel
• Significant changes should be reported to the
funding agency as soon as possible
• The grants manager should review the staff
benefit reports on a monthly basis to verify the
correct personnel have been charged to the
grant
Salary Corrections
• Salary corrects must correspond to the
effort reported on the grant
• Correction to salary are not allowed
for the purpose of spending down the
grant funds
Review Expenditures
• Procurement Issues
– Each month review IDTs, service center charges,
and rechargeable services
– Compare budget to actual expenses
– Review open purchase orders
– Notify rechargeable services when the account
number changes
– Interdepartmental transfers must be done in a timely
manner
Review Expenditures (cont.)
• Compliance Issues
– All prior approval requests must be submitted
to the funding agency
– Comply with institutional procedures
– Forward all grant agency communication and
decisions to the central office when required
– Cost share must be reviewed monthly as well
Review Expenditures (cont.)
• F&A Cost Postings
– Review F&A cost postings each month
• MTDC – capital equipment, patient
care costs, scholarships, fellowships,
trainee costs, and subcontracts in
excess of 25,000
Review Expenditures (cont.)
• Cost Transfers
– Reasonable, allocable, consistent treatment
– Transfers to NIH grants by grantees should
be done within 90 days of when the error was
discovered
– Know the rules of the granting agency and
the institution regarding allowability of cost
transfers
Budget Modifications
• Track budget revisions
• Must be authorized by the
Principal Investigator
• Some grants require prior approval
for all budget revisions
Miscellaneous Billing
• Grants Accounting is responsible for
billing on most accounts
• Invoicing must be done according to the
requirements of the grantor
• Grants Accounting is generally responsible
for ensuring that the invoices have been
sent and that payments have been received
for reimbursement
Grant Transfers
• Between Departments
– When a PI transfers to another department –
administration of the PI’s grants also transfers
– The current Department Administrator should
contact the new Department Administrator to
facilitate the transfer
– The central office may need to be notified when a
transfer is occurring
– All cost share issues should be resolved prior to the
transfer
Grant Transfers (cont.)
• From Institution to a New Institution
– Complete a Relinquishing Statement (PHS
3734) for NIH grants
– Provide a Cost Summary Report to Grants
Accounting
– Grants Accounting will do the FSR
– Prepare an inventory list of all UAMS tagged
equipment purchased on the grant
Grant Transfers (cont.)
• To Institution from another Institution
– Obtain a copy of the Relinquishing
Statement
– Prepare an new application
– Transfer subcontracts
– Possibly set up an Advance Account
Subaward Management
• Proposal Stage
– Subawards should be incorporated into the proposal
• Post-award Stage
– Prepare subaward agreement
– Create a Purchase Requisition
– Technical Monitoring
• Closeout
– Final payment made before CSR completed
Account Closeout
• Cost Summary Report is the Key
• Make sure everything is received an paid
for by the end of the project period
• Prepare the final invoice for payment
within the terms of the award
Tips and Tools
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Reconciliation of expenses
Commitment management
Personnel management
Rebudgeting
Inventory
Questions?