WIXLIB

Roles & ResponsibilitiesFor Grants and Contracts (Excludes Clinical Trials and Philanthropy)CategoryPIDepartment and/or Shared ServicesSponsored Programs Administration (SPA)Fund AccountingRelevant SOP/Checklist/Best PracticeN/AFunding OpportunitiesN/ALimited Submission ProceduresPre-Award ActivitiesIdentify funding opportunityIdentify Funding Opportunities Limited Funding Opportunities N/ANotify Department/SharedServices and/or ResearchAdministrator of limited fundingopportunity.May also notify SPA of intent toapply.Follow the Limited SubmissionProcedure Notify Department or SharedServices of intent to submit.May also notify SPA of intent tosubmit by completing theAdvance Notice of FundingSubmissions RedCap form. Intent to SubmitNotify SPA of PI intent to apply.Follow the Limited SubmissionSOP. eRA Commons Account Develop Budget and JustificationSend Monthly email requesting PI's torespond about proposals they intend tosubmit. (See Best Practice)Submit to SPA by completing theAdvance Notice of Funding SubmissionsRedCap form.Set up intake meeting if needed. (Thisis recommended if this is PI's firstsubmission).Provide PI with list of requirements forsubmission and set/agree on due datesfor proposal elements to be received Review Sponsor requirementsWrite research plan andstatement of workPrepare other sections asnecessary Notify DepartmentAdministrator that you need toRequest eRA CommonsAccount.May complete and Submit eRACommons Request form Define personnel and otherbudget elements.Develop budget justificationdocument. Complete Non-scientific Sectionsof ProposalUpdate biosketch contentComplete non-scientificsections of proposal asnecessary Last Updated 11/12/2020 Notify all research faculty by email of the limitedsubmission opportunity, and provide generalguidelines and deadline for submission of thepre-proposal items.Coordinate the review and selection process withthe SLC executive committee.Notify the selected eligible PI of the committee'sdecision. Develop Research PlanManages the subscription to Pivot.Provide Pivot training if needed.Clarify Program guidelines and verify eligibility, if Provide Department/PI with a Redcap Form tonotify SPA of planned submission.See Link 'Advanced Notice of FundingSubmissions'.Assist Investigator with obtaining access tosponsor proposal submission system.Meet with PI and/or Department Administratorto discuss submission timeline and submissionrequirements, if needed.Provide PI with list of requirements forsubmission if Department support is notavailable. Proofread non-scientific section forspelling, grammar and formattingdepending on time permitted forreview. Provide assistance with interpretation of sponsorguidelines.Provide assistance with budget preparation.Complete and Submit eRA CommonsRequest form. Approve eRA Commons Request form.Establish eRA Commons account. Assist with developing budget instandard template,Meet and discuss with PI tounderstand needs.Review budget justification andensure it matches budget.May maintain biosketches and put intocorrect format and/or assist withupdatingProvide guidelines for other nonscientific sections.Facilitate completion of sub recipientforms if applicable. Provide detailed budget templates onwebsite.Review and provide feedback on budgetswhen submitted in portal as budgetconsultation in advance of the due date.Provide checklist for biosketchesProvide Sample Facilities & Resources pageProvide PowerPoint training on the Nonscientific components of an application.Advance Notice of Funding SubmissionsN/ABest Practice: Intent to SubmitN/AProposal Submission TimelineN/AeRA Commons Acct Request FormN/ABudget and Budget JustificationBiosketch ChecklistN/ASub recipient Commitment Form

Roles & ResponsibilitiesFor Grants and Contracts (Excludes Clinical Trials and Philanthropy)CategoryPI Compile all Proposal ElementsAccording to Sponsor Guidelines Department and/or Shared ServicesCreate and compile allrelevant proposal documents.Send to ResearchAdministrator for review. Identify commitments that maybe needed (Space, facilities, CostShare and/or F&A waiver) Review all proposal documents receivedfrom PI'sFollow-up on missing itemsEnsure all elements are in proper formatand edit as necessaryDepartment Chair will need to requestin writing to Dr. BeanSponsored Programs Administration (SPA) Provide checklist of required proposal itemsAssist with the interpretation of the sponsorguidelines. Review the proposal to be sure thecommitments are accurately reflected in theproposal.Review and approve any non-standard F&A(indirect cost) rates.Ensure approval for commitment(s) have beenproperly obtained. Obtain Commitments Enter Proposal into ResearchPortal Complete Conflict of InterestForms (For a proposal; NOTannual certification) Enter proposal into SponsorSystem Proposal Review and Submission JIT ProcessLast Updated 11/12/2020Create Master Project andGrant in Research PortalMay upload all relevantproposal documentsRouting final application for PIand Departmental approvals. COI should be submitted attime of submission, but willbe reviewed during JITreview.Depending on departmentstructure, PI may beresponsible for enteringproposal into sponsor systemRequest SPA budgetconsultation.Route the "FINAL" proposalin the RRP for PI andDepartmental approvals .If proposal application isnot submitted via RRP,inform SPA when the finalversion is ready forsubmissionNotify SPA, Department orShared Services and/orResearch Administrator ofJIT request and due dateAssist with creating Master Project andgrant in Research PortalAssist/upload all relevant proposaldocumentRouting final application for PI andDepartmental approvals. Enter proposal into sponsor systemDepartment Chair or otherdesignated person willreview and approveMonitor progress andaddress questions andcomments from SPAMake appropriaterecommended changesAssist with collection of necessarydocumentationRelevant SOP/Checklist/Best PracticeN/AProposal Checklist Coming Soon!N/AN/AN/ARRP Grant Walk-throughN/ACOI Tip SheetN/AN/AN/AN/AN/AJIT Review ChecklistProvide Portal training and training Materials .Ensure that the portal is kept up-to-date withcurrent version of the sponsor form packet. N/AFund Accounting Will verify project specific COI disclosure hasbeen completed at JIT.Will verify that COI training has been completed. Assist with questions and concerns.Establish login, if applicable Reviews for completenessand compliance withsponsor and universitypolicies and guidelines.Provide institutionalauthorization and submitproposal to sponsor Review and submit JIT to sponsor.Verify Regulatory Approvals are in place.

Roles & ResponsibilitiesFor Grants and Contracts (Excludes Clinical Trials and Philanthropy)CategoryPIDepartment and/or Shared ServicesSponsored Programs Administration (SPA)Fund AccountingRelevant SOP/Checklist/Best PracticePOST-AWARD ACTIVITIES Award Set-up: Activity Createdand budget loaded in LINK Provide input for anybudget necessary budgetrevisionsEnsure COI is completeProvide revised budget if necessary andassist with collecting other documentsas needed Receive Notice of Grant Award and forward toPI and Dr. Bean.Contact the sponsor if errors are found in theaward documents. Award Set-up: Payrolldistributions Review effort and agree tolabor allocation changes asneededReview Sub budgets andstatement of work Set up payroll distributions Collect and review Sub documentsSubmit request into Research PortalMonitor progress to ensure sub is fullyexecuted Establishing Subawards /Subcontracts Confirm Sub awardees havecompleted the work and signoff on invoicePaying Sub awardees /Subcontractors Conduct Research and ManageExpenses Last Updated 11/12/2020 Conduct ResearchHire staff for projectPurchase supplies andEquipmentReview expenses and/or meetwith Research Administratorand provide guidance onexpenses or projections asnecessary.Ensure regulatory compliancecertifications are up to date. Reviews and approves LCTs 90-days. Reconcile expenditures and createprojections on award expenses ;ensure expenditures do not exceedbudget.Ensure expenditures are allowable,confirm with PI any expenses that arequestionable, submit cost transfers ;Journal Entries for non-laborexpenses Approving requisitions inLINK Best Practice: Setting up Labor DistributionsUpdate sub award activity inLINK information per theagreement by increasing orcreating a new PurchaseOrder. Receives invoices and sends toDepartment Administrator for PIapprovalWill forward approved invoiceto Accounts Payable forpayment. N/AN/AN/A N/A N/APrepare the appropriate outgoing sub awardagreement and any amendments thereafter,including incorporation of sponsor flow-downprovisions, and any other information necessaryto ensure compliance with federal regulations.Coordinate with Legal Affairs and otherinstitutional office as needed.Execute sub awardsWorks with PI in the event sub recipientperformance or programmatic issues ariseduring the period of performance; notifiessponsor as needed.Review invoice with PI and obtainsignature approval.Send to Fund Accounting for PaymentReview terms and billingEstablish activity in LINKLoad budget from NGA orbudget provided fromdepartment/PISend notification of activityset up to PI and DepartmentAdministrator Assist with LINK and orreporting questionsReview credit balancesReview large balances specifically over 25% with SPAProcess Journal Entries, checkfor accuracy and allowacaility,following Uniform Guidance.N/AAdditional Resources Coming Soon!Post Award ReportingCost Transfer Form