Old Dominion University
Research Foundation
(ODURF)
Overview of Sponsored
Programs
The Research Foundation is…
• A separate, private, not-for-profit corporation
• The fiscal and administrative agent for sponsored
research and other projects conducted by ODU
• The authority to enter into sponsored agreements with
external funding agencies on behalf of ODU
• The administrative and fiscal services support of funded
projects
Things to Remember
• ODURF applies for and administers all sponsored programs
• Contact pre-award staff immediately upon deciding to
submit a proposal (PreAward@odu.edu)
• ODURF monitors grant and contract funds for compliance
with all federal regulations, specific funding agency
guidelines, and ODU and ODURF policies
• ODURF has a wide range of services to assist the PI with
proposal submission, award management, and project
closeout
Why does the Research Foundation
monitor research?
• Protection of ODU, ODURF, and Principal Investigator
– Monitoring of cost share commitments
– Time and effort reporting
– Subrecipient monitoring
• Fiscal Responsibility and Oversight
– Expenditure monitoring and compliance
• Federal regulations
– Increased scrutiny, regulations
• Keep all interested parties out of the headlines by
safeguarding the reputation of the Principal
Investigator, ODU, and ODURF
Fiscal Compliance
• U.S. Office and Management Budget
– OMB A-21 – Cost Principles for Educational Institutions
– OMB A-110 - Uniform Administrative Requirements for
Grants and Agreements With Institutions of Higher
Education, Hospitals, and Other Non-Profit Organizations
– OMB A-133 - Audits of States, Local Governments, and NonProfit Organizations
• Funding agency
– Policy and procedures for oversight of awards
– Special terms and conditions specific to award
• ODU Policy
• ODURF Policy
Grant Life Cycle
Proposal
Preparation
ODURF Pre-Award
• ODURF pre-award staff work closely with
PIs to submit proposals on behalf of ODU
and its researchers
– All applications for sponsored projects are
submitted through ODURF pre-award staff
– Applications cannot be submitted by any
other unit or individual in the name of the
Research Foundation or ODU
Roles and Responsibilities
•
Principal Investigator
– Contact ODURF to begin the proposal development process (budget,
internal forms, etc.)
– Review sponsoring agency’s guidelines and deadlines
– Prepare proposal compliant with agency guidelines
– Discuss project with chair and dean
– Coordinate for any Subrecipient and /or cost share arrangements
– Approve and route proposal transmittal form (PTF)
– Submit completed proposal to ODURF at least 5 business days before
agency deadline
Roles and Responsibilities
• Pre-award Grant and Contract Administrator
– Review sponsoring agency’s guidelines and deadlines
– Assist PI with budget and budget justification development
• Salaries and Fringe Benefits
• Facilities and Administrative (F&A) costs
• Cost share budgets
• Tuition scholarships
• Single- and Multi-year budgets
• Cost accounting compliance
– Assist with completion of agency forms and application packages
– Point of contact for coordinating proposal with subrecipients
– Submit applications to sponsoring agency
Facilities and
Administrative Costs (F&A)
• Negotiated Indirect Cost Rate Agreement
– Office of Naval Research
– April 12, 2011 (good through 6/30/14)
• ODU faculty posted fringe rate 30.00%
• Current F&A Rates
– 53% Research on-campus
– 26% Research off-campus
– Department of Defense
• 60% on-campus
• 35% off-campus
– 43.7% Instruction on-campus
• Sponsor F&A caps
Facilities and
Administrative Costs (F&A)
•
•
F&A is a real cost of performing work on a project
– Facilities:
• Building, utilities, equipment
• Library – operations and materials
• operation and maintenance expenses - janitorial, repairs, security,
environmental safety, and insurance
– Administrative:
• General administration and expenses - President, financial
management, general counsel, management information systems
• Departmental administration - Deans, faculty administrative work,
clerical staff, office supplies
• Sponsored Programs Administration
• Student Administration and Services
Recovered F&A is distributed to academic units to support research
infrastructure
Cost Sharing
• Mandatory
– Required by the sponsor
– Must be tracked and reported to sponsor
• Voluntary commitment
– is offered in the proposal
– if offered and accepted, it becomes mandatory
– Must be tracked and documented
Electronic Proposal
Transmittal Form (ePTF)
•
An internal electronic form that contains project information and is
used to obtain approval of ODU commitment of resources
– Time and effort of any ODU/ODURF personnel (salaries)
– Use of university facilities and equipment
•
Electronic signature approval is required by the PI, Co-PI, chair(s),
and dean(s)
•
Form can be accessed remotely through the internet:
http://www.researchfoundation.odu.edu/forms/ptf.htm
•
ODURF is not authorized to submit a proposal without receiving a
fully approved ePTF
•
Once completed and signed, the ePTF should be routed back to the
Pre-award GCA in the ODURF office
Why the 5 Day Guarantee?
• Several near misses as a result of PIs waiting until the last minute to
complete the proposal process
• An increased number of proposals
• Accommodates funding agencies’ processes and application complexities
• Allows time for proposal development assistance
• Allows time for sufficient review by college and department officials and
ODURF officials
• Guarantees PIs receive ODURF staff’s “best work”
• Serves as a professional courtesy to colleagues also submitting proposals
When to contact ODURF
•
PI should contact ODURF immediately upon identifying a
sponsor and program for proposal submission
– Places PI in ODURF proposal queue
– Assures ODURF pre-award staff will be available to provide support to
the PI
– Proposals received by ODURF five or more working days from deadline
are guaranteed submission by the deadline
– Proposals received by ODURF less than five working days of deadline
will be completed, reviewed, approved, and submitted if and as
resources permit
– Proposals without firm deadlines will be submitted as soon as practical
and prioritized in order of receipt
•
PI works simultaneously with both ODURF and grant writing
staff to submit a well-prepared and compliant application
Pre-Award Grant & Contract
Administrators (GCA)
• Jessica Harrison
Associate Manger
• Stephanie Harris
Grant & Contract Administrator I
• Nicole Swartz
Grant & Contract Administrator I
As soon you have identified a potential
Sponsor & Announcement, email
PreAward@odu.edu to be assigned a GCA
to assist in your submission
Sign up to Meet Us
• One-on-one meeting with pre-award
GCA
– Detailed overview of the proposal submission
process
– Answer any questions
– Review funding agency guidelines, federal
regulations, and program solicitations
– Get familiar with ODURF staff and facility
location
The Proposal Effort
Award
Management
What happens once a
proposal is awarded?
• ODURF notifies PI of the grant or contract award
• Contract negotiation
• ODURF is signing official on all contracts and awards
• Project number is assigned and award processed
• ODURF coordinates any budget revisions with PI
• ODURF sends a copy of notice of grant award to PI
• ODURF contacts PI to set up award orientation
Additional Post-Award
Services
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Human Resources
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Account/Finance
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Insurance and risk management
Fringe benefit administration
Recruiting
Hiring
Personnel appointments
Employee relations
Payroll
Purchasing
Fixed asset inventory control
Travel and reimbursements
Time and effort reporting
Facility Security Officer
– Security clearances
– Visit requests (classified contracts)
Roles and Responsibilities
• Principal Investigator
– Perform statement of work
– Monitor grant activity
– Ensure all costs are compliant with funding agency,
federal regulations, and ODU and ODURF policies
– Submit travel claims, payroll authorization forms (108),
and other reimbursements in a timely manner
– Monitor subrecipient expenses and approve invoices
– Submits cost share documentation to ODURF in a timely
manner
– Certify time and effort reports
• Payroll Authorization Reports (PARS)
Roles and Responsibilities
• Post-award Grant and Contract
Administrator
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Negotiate awards
Approve and monitor expenditures
Budget revisions
Process cost transfers
Process Subrecipient paperwork
Liaison with funding agency
Process no-cost time extensions
Reconcile project issues
Maintain project compliance
Post-Award Grant & Contract
Administrators (GCA)
Richard Brammer
Sarah Jaeschke
Grant & Contract Administrator II
Grant & Contract Administrator I
Bridgett Burman
Kathy Powell
Grant & Contract Administrator I
Grant & Contract Administrator I
Becky Ellis
Julie Tyler
Grant & Contract Administrator I
Grant & Contract Administrator I
Michelle Gooding, CRA
Lynne Whitfield, CRA
Grant & Contract Administrator I
Grant & Contract Administrator II
Denise Henderson
Grant & Contract Administrator I
Thread of Compliance
• Begins in Pre-award process
– Agreement of certifications and representations
– Accurate budget and budget justification
– Review of all proposal files (cost share, personnel, facilities, IRB,
etc.)
• Continues in Post-award management
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Monitoring of cost share commitments
Human subjects, animals, export controls
Time and effort reporting (PARs)
Subrecipient monitoring
Monitoring of project expenditures
• Ends at project closeout
Cost Share Tracking
• Principal Investigator:
– Assures cost share expenditures are charged to
the appropriate match account
– Submits cost share documentation to GCA
– Assures all cost share obligations are meet by
project termination date
Reporting and
Deliverables
• Principal Investigator:
– Responsible for the timely preparation and submission of
all progress (technical) reports
– Responsible for the timely submission of all project
deliverables
• ODURF:
– Prepares and submits all grant specific quarterly, annual,
and final financial status reports
– ODURF will submit progress reports, if desired, on behalf
of PI
Award Closeout
• Federal agencies usually require closeout of
projects within 90 days of project
termination date
– Final expenses – before project end date
– Final invoice
• Final payment can be dependent on agency’s receipt of deliverables
and progress reports
– All deliverables (includes financial and technical reports)
– Equipment, inventory, and intellectual property reports
Things to Remember
• ODURF applies for and administers all sponsored programs
• Contact pre-award staff immediately upon deciding to submit a
proposal
• ODURF monitors grant and contract funds for compliance with all
federal regulations, specific funding agency guidelines, and ODU and
ODURF policies
• ODURF is the authorized signing official on all sponsored projects
• ODURF has a wide range of services to assist the PI with proposal
submission, award management, and project closeout
If you have questions or need
additional information,
please contact us:
Old Dominion University Research Foundation
4111 Monarch Way, Suite 204
Norfolk, VA 23508
Office: (757) 683-4293
Fax: (757) 683-5290