AWARD MANAGEMENT

Post Award

By Maria Rojas

College of Engineering

Manager, Sponsored Programs

AWARD ACCEPTANCE

Account number is assigned-Open a file

Obtain Copy of Submitted and Approved Proposal

Follow Award Terms and Conditions

Follow University Rules and Regulations www.miami.edu/ORA

Follow Circular A-21 (Cost Principal for Educational Institutions) or the Uniform Guidance effective 12/26/2014 http://www.whitehouse.gov/omb/circulars_a021_2004

ACCOUNT SET UP

Make Sure Budget and Dates are Correct in DMAS

PI replies to email from ORA and completes General Purpose Request Forms (in needed)

Allocate & Encumber Salaries

Set-up Account for Expenditures

Disbursements Account Approval Form

Add an Account to UMeNET (purchasing)

Set up Consultant and Outside Vendor with Purchasing (if any)

Vendor Application (if not UM Vendor)

Consulting/Service Agreement form & Questionnaire

W9

NOTHING HAPPENS AUTOMATICALLY

ACCOUNT MAINTENANCE

Office Manager with PI input to reconcile account every month with Report 90 or DMAS

PI is the only one who can certify the Effort Certification

Maintain Clean Record Keeping

Keep Back up Documentation

COST TRANSFERS

Initiated by Office Manager in discussion with PI Salary Journals--FA-10, FEI Non Salary Journals--FA-11 Attach Proper Documentation

Report 90, DMAS print out, Labor Distribution and Memo with justification Must submit within 30 days of the transaction Pcard expenses-general purpose items need to be justified (ziploc bags, scotch

tape, etc.)

COST PRINCIPALS

Necessary, Allowable, Allocable, Consistent (see Circular A-21 Section J)

Equipment Purchases Greater than $2,500 with useful life more than one year

Make sure is in the budget and the justification

IPARs (Internal Prior Approval Request) Make sure to submit with All Approval Signatures (PI signs, Chair approves, Dr. Solo and Ana Ayala

initial as reviewed)

Email to Christine Rice

Do Not Make Purchases the Last 90 days of the Project

NO emails about spending $ because the grant is ending in 90 days

NCE –if time is running out

REPORTING

Financial (done by ORA), Technical & Progress Reports (written by PI)

Check Guidelines for Due Dates

Reports must be in Agency require forms and format

Financial Report must match Report 90

Fellowship Awards require a new Proposal Transmittal and Budget (Maria Rojas to assist). Additional funding requires a new PCRF, budget and justification

Send to the Office of Research at least a week before is Due Late submissions affect next schedule funding

AWARD CLOSING

Account should not be in Overdraft Clear overdraft on a non Sponsored Account (with a departmental account)

Release all Unnecessary Encumbrances

Office Manager and PI to work with the Office of Research on the Reconciliation

Make Sure Final Invoices are Received and Paid Get it in Writing That It Is The Final Invoice (once submitted to the agency, it CAN’T be revised)

If Additional Time is Needed Ask PI to Request a One Year No Cost Extension

Final Reports must be submitted at this time

Comply with deadlines

OFFICE OF RESEARCH INFO

Office of Research (ORA)

Gables One Tower

1320 South Dixie Highway

Locator Code 2960

Coral Gables, Florida 33145

Phone: 305-284-3871

Fax: 305-284-3813

Website: www.miami.edu/ORA

QUESTIONS?