TAMARA HATCH MBA CRA CPRA DIRECTOR SALLY DICKENSON

TAMARA HATCH, MBA, CRA, CPRA DIRECTOR SALLY DICKENSON, CRA, CPRA ASSOCIATE DIRECTOR, ADMINISTRATIVE SERVICES DONNA CRUMPTON, MPA, CRA ASSISTANT DIRECTOR, SPONSORED PROGRAMS FINANCIAL SERVICES OFFICE OF SPONSORED PROGRAMS OVERVIEW

OBJECTIVES After this session, faculty & staff will be able to: • List key services provided by the Office of Sponsored Programs Administrative Services and Sponsored Programs Financial Services • Follow proper procedures for applying for and managing external funding

SPONSORED PROGRAMS ADMINISTRATIVE SERVICES BASIC FUNCTIONS • Disseminate funding opportunities • Build compliant budgets • Review agency guidelines to ensure compliance • Complete sponsor forms • Prepare certifications and facilitate university approval • Submit proposals Proposal Stage Miscellaneo us Post Award Stage

SPONSORED PROGRAMS ADMINISTRATIVE SERVICES BASIC FUNCTIONS • Review terms and conditions for acceptability • Negotiate terms if needed • Work with PI to revise budgets • Sign and accept award materials • Process subawards • Track all deliverables Award Stage Miscellaneo us Post Award Proposal Stage

SPONSORED PROGRAMS ADMINISTRATIVE SERVICES BASIC FUNCTIONS • Seek prior approvals from sponsor • Serve as liaison between the PI and sponsor • Perform budget revisions • Complete closeout documents Post-Award Stage Miscellaneo us Proposal Stage Award Stage

SPONSORED PROGRAMS ADMINISTRATIVE SERVICES BASIC FUNCTIONS • Write and execute NDA, MOU, MOA, MTA and Entity Agreements • Provide activity reports to PIs, Deans, and Department Heads Miscellaneo us Proposal Stage Post Award Stage

PROPOSAL DEVELOPMENT AT A GLANCE Obtain University Approval • Internal Approval Form must be routed to department head and dean for signatures Prepare to Apply • Notify OSP when a funding opportunity is identified Develop Proposal • OSP will assist with budget development and completion of sponsor forms Submission • OSP will sign applicable forms and submit Route to OSP • Provide OSP with Internal Approval Form and proposal materials 5 business days before submission date

PRE-AWARD TAKEAWAYS Don’t apply for funding without university approval Contact OSP early with your guidelines and deadline Let us help you with your budget Don’t sign anything on behalf of the university (application or agreements) Provide OSP with your final materials 5 business days before deadline

SPONSORED PROGRAMS FINANCIAL SERVICES BASIC FUNCTIONS Establish Financial Framework Prepare Invoicing and Financial Reporting Prepare Effort Reporting Approve Expenses as Required by Finance Manage Award Close-out

SPONSORED PROGRAMS COMMON MISCONCEPTIONS Because expenditures are outlined in the grant, I can short-cut University purchasing requirements • University purchasing requirements must be followed on all expenditures JMU receives ‘cash’ with the award All sponsored program awards are “Grants” PI has full control over use of the funds • Most awards are issued on a ‘reimbursement basis’ • Sponsor can refuse to reimburse unallowable expenses • Can also be Cooperative Agreements or Contracts; important because different rules apply • JMU Policy 2201 states “All funds received for sponsored programs are under the fiscal control of the assistant VP for Finance” • Some awards provide flexibility on how the budget can be used, but most do not.

WHAT RULES APPLY? 1) Award document • May include references to specific State or Federal regulations 2) University policies 3) State regulations 4) Federal regulations (changes by type of award) • Nothing can contradict Federal Law • Always follow JMU procedures

HOW TO AVOID PROBLEMS ADMINISTERING AN AWARD Follow the award budget and timeline! Follow JMU Financial Policies and Procedures • May use e. PAR process if requested Reconcile the Dept. ID Monthly

HOW TO AVOID PROBLEMS ADMINISTERING AN AWARD LIMIT COST TRANSFERS (ATV’S) • If required, process promptly • Expect to be questioned about why ATV was necessary CLOSE-OUT • Request budget revisions or no-cost extensions early, as necessary • 90 -day ‘close out period’ for paperwork only • Consider how long Small Purchase Charge Card transactions take to process • Invoicing requirements may impact project end date

CONTACT THE OFFICE OF SPONSORED PROGRAMS ADMINISTRATIVE SERVICES SPONSORED PROGRAMS FINANCIAL SERVICES Email: jmu_grants@jmu. edu Email: jmu_gcfs@jmu. edu Phone: 540 -578 -6872 Phone: 540 -578 -8099 Foundation Hall Harrison Street, MSC 5728 https: //www. jmu. edu/sponsoredprogramsaccoun ting

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