Reporting to Sponsor Agencies: Overview of Program Performance Reports Financial Status Reports  And Completing the Notice...
Program Performance Reports <ul><li>Importance of Reports </li></ul><ul><ul><li>PI provides technical up-date to sponsor <...
<ul><li>When they are due </li></ul><ul><ul><li>Specified in award or contract </li></ul></ul><ul><ul><li>Varies based on ...
<ul><li>OMB Circular A-110 Requirements </li></ul><ul><ul><li>The Federal Office of Management & Budget </li></ul></ul><ul...
Program Performance Reports <ul><li>Generally the report should include: </li></ul><ul><ul><li>Comparison of actual accomp...
Program Performance Reports <ul><li>OSR may contact PI for performance report when required for a particular financial sta...
Financial Reports <ul><li>Importance of Reports </li></ul><ul><ul><li>OSR prepares and submits financial reports to sponso...
Financial Reports <ul><li>Timely submittal insures </li></ul><ul><ul><li>University avoids penalties </li></ul></ul><ul><u...
Financial Reports <ul><li>When they are due </li></ul><ul><ul><li>Specified in award or contract </li></ul></ul><ul><ul><l...
Financial Reports <ul><li>OMB Circular A-110 Requirements </li></ul><ul><ul><li>SF-269 or SF-269 Financial Status Report <...
Financial Reports <ul><li>Who receives the reports </li></ul><ul><ul><li>OSR submits the reports to the sponsor </li></ul>...
Partnership OSR and the departments depend on each other to make the most of the award $$ <ul><li>DEPARATMENT </li></ul><u...
Financial Reports <ul><li>OSR depends on the department to closely follow the terms of the research agreement when spendin...
Financial Reports <ul><li>Spend the $$ </li></ul><ul><ul><li>Once awarded and account has been assigned to a contract or g...
Financial Reports <ul><li>Reporting Considerations </li></ul><ul><ul><li>Carry over (NIH & HRSA) </li></ul></ul><ul><ul><u...
Date Final Technical Report due Date OSR completed the Final Report of Expenditures   Date Final Financial Report due
Notice of Termination Reply (NOTR) <ul><li>Reports related to closing out the award </li></ul><ul><ul><li>Performance (PI)...
Notice of Termination Reply (NOTR) <ul><li>Importance of Report </li></ul><ul><ul><li>University required to submit final ...
Notice of Termination Reply (NOTR) <ul><li>OMB Circular A-110 Requirements </li></ul><ul><ul><li>Recipients must submit al...
Notice of Termination Reply (NOTR) <ul><li>Specific OMB Requirements </li></ul><ul><ul><li>Liquidate all obligations incur...
Notice of Termination Reply (NOTR) <ul><li>OSR prepares and submits report on behalf of PI </li></ul><ul><ul><li>Use FRS d...
Notice of Termination Reply (NOTR) <ul><li>NOTR Letter </li></ul><ul><ul><li>OSR sends letter to business office manager u...
Notice of Termination Reply (NOTR) <ul><li>Award Extensions </li></ul><ul><ul><li>OSR Contract Specialist can help determi...
Notice of Termination Reply (NOTR) <ul><li>Reporting Considerations (warnings) </li></ul><ul><ul><li>If NOTR is not return...
Notice of Termination Report (NOTR) <ul><li>How to complete the NOTR form </li></ul><ul><ul><li>Record the date of the Bud...
Notice of Termination Report (NOTR) <ul><li>Let’s look at the form  </li></ul><ul><li>in more detail </li></ul>
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Reporting to Sponsor Agencies: Overview of

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  • Importance of Reporting Program Performance Reports are prepared by the Principal Investigator (PI) to the sponsoring agency of a grant or contract. These technical reports provide the sponsor with updates regarding research progress and summaries results. Complying with report deadlines is essential to the continuation of the research. If performance reports are not received by the sponsor, the sponsor may withhold monies being paid or suspend the continuation of research. The University risks debarment by the agency.
  • The award or contract specifies when these reports are due. Therefore, it is important to identify the reporting deadlines for the particular sponsoring agency be it a foundation, private company, or State agency. The reporting guidelines for Federal sponsors are listed below.
  • Federal Sponsor Reporting Guidelines - OMB Circular A-110 Requirements 1 : Recipients are responsible for managing and monitoring each project, program subaward, function, or activity supported by the award. Recipients shall monitor subawards to ensure subrecipients meet audit requirements. Performance reports may not be required more frequently than quarterly or less frequently than annually, as follows:          Annual reports are due 90 calendar days after the grant year.          Quarterly or semiannual reports are due 30 days after the reporting period.          Final performance reports are due 90 calendar days after the expiration or termination of the award.
  • Generally, the report should include: o        A comparison of actual accomplishments with the goals and objectives established o        Reasons established goals were not met, if appropriate o        Other pertinent information including, when appropriate, analysis and explanation of cost overruns or high unit costs o        Usually require 3-4 paragraphs and a listing of publications
  • On occasion, OSR will contact the PI for performance reports that are required for a particular financial status report. Before OSR closes out the account, a notice is sent by OSR to the PI indicating that a final performance report is due. If there is going to be a delay in preparing the report or if an extension has been granted by the agency, the PI needs to inform OSR.
  • Importance of Reports OSR prepares and submits a variety of financial reports on behalf of the PI to the sponsoring agencies. Agencies awarding grants and contracts require that the University provide expenditure summaries of how the monies were used. Some agencies require statements requesting funds to be drawn down for use while other agencies require the University to invoice for expenditures.
  • Timely submittal of Financial Status Reports insures that:        The University avoids penalties        Payments are received from sponsors in a timely manner        New, Supplemental, and Continuation Awards are not delayed        Extensions and Carryforwards are authorized expediently       The University retains the flexibility of NIH’s Expanded Authorities
  • The schedule for submitting required financial reports is specified in the award documents of a grant or contract. OSR tracks the submission dates for all contracts and grants. It is important for the department to know the deadlines as they differ depending on the type of awarding agency. Usually reports are due at the end of both the Budget Period and Project Period within 90 days after the expiration date, and may be required at interim times as well. Interim financial reports cover a period within a longer budget period (i.e., monthly, quarterly, or semi-annually). Annual financial reports typically cover a one-year period. Final financial report (Close Out report) is prepared at the end of a project.
  • Federal Sponsor Reporting Guidelines - OMB Circular A-110 Requirements 1 : The Federal awarding agency determines the frequency of the Financial Status Report. The following forms are authorized for use in obtaining financial information from recipients: SF-269 or SF-269A Financial Status Report– used to report fund status of all nonconstruction projects or programs. Due dates: must be submitted no later than 30 days after the end of quarterly and semiannual reporting periods, and no later than 90 calendar days for annual and final reports. SF-270 Request for Advance or Reimbursement – used to report ?????? Due date:?????? SF-272 Report of Federal Cash Transactions – used to report on cash advances to recipients and to obtain disbursement information. Due dates: must be submitted within 15 calendar days following the end of each quarter.
  • Once OSR submits the financial report to the sponsor, a copy of report sent to the department. OSR prepares between 800-1000 reports / month by 9-12 employees
  • To prepare accurate financial reports to the sponsor, OSR depends on the department to closely follow the terms of the research agreement when spending and recording expenditures. Many agreements include provisions that disallow certain costs as well as requirements for certain expenses to be itemized. Since FRS data is used to prepare the financial reports it is important for the department to keep the data current and accurate.    
  • Once an account number has been assigned to a contract or grant, the department should immediately begin to incur expenses, particularly personnel (PD forms) and cost sharing items. The department must track financial data required by the sponsor that does not appear in FRS. This information is needed by OSR to prepare the required financial report. Examples may include:     Supply items in categories     Hours worked     Job titles
  • Reporting considerations Carryover – (NIH &amp; HRSA) 25% of year’s budget can be carried over excluding prior year; if claim over 25%, agency may take back funding difference F&amp;A Rate – split rates occur in July; calculated when item posts to FRS, not when budgeted; if wait until end will incur higher F&amp;A obligation Payroll fringe benefits are based on current rates therefore, may increase over what budgeted.
  • To close out the award, several different types of reports, including performance, financial, equipment and patent/invention must be generated. Sponsor terms and conditions specify the manner, method of submission, and timing of close out documents so consult the award documents at the start of the project and note the close out requirements at that time. The PI is responsible for submitting the final technical report to the sponsor by the time indicated in the terms of the award. After submitting the final technical report, the PI/department must remember to record this submission in your files. It is best to forward a copy of any report to OSR when it is submitted to the sponsor. OSR works with the department to complete the NOTR and submits the NOTR to the sponsor OSR completes a Patent/Invention report as part of the technical report which is forwarded to the PI for signature and then to Office Of Technology Develop for final authorization before it is submitted. OSR also completes any required inventory/equipment reports and submits them to the sponsor.
  • Importance of report o       The University is required to submit a final report of expenditures once the budget period has ended for an award. Each budget year must be reported to show how the funds were spent and establish any final financial obligations. o       Delayed reports can result in withholding of sponsor payments and can jeopardize future awards from that sponsor.
  • Federal Sponsor Reporting Guidelines - OMB Circular A-110 Requirements 2 : Recipients must submit all financial, performance, and other reports within 90 calendar days after the completion date of the award. The Federal awarding agency may approve extensions when requested by the recipient.
  • The following conditions also apply:          A recipient must liquidate all obligations incurred under the award no later than 90 calendar days after the funding period or the completion date.     The recipient must promptly refund any unobligated cash balances that the Federal awarding agency has advanced or paid and that are not authorized for use in other projects.     The recipient must account for any real and personal property acquired with Federal funds or received from the Federal Government.     The awarding agency may make a settlement for any upward or downward adjustments to the Federal share of costs after closeout reports are received.    If a final audit has not been performed before closeout of an award, the Federal awarding agency retains the right to recover disallowed costs resulting from the final audit.
  • OSR prepares and submits the report on behalf of the PI using data from FRS along with information provided by the PI regarding outstanding obligations. Accurate, timely, and complete input from the PI and department is essential to assure that the funds are being maximized to support the award.
  • Notice of Termination Reply (NOTR) letter o        A letter is sent to the department’s business office manager using the PI’s address within one week of the budget period ending. o        The letter serves as notification that the budget has ended for the award account. The letter requests the PI to prepare a report listing all outstanding obligations and pending adjustments that do not show on the most recent Budget and Expenditure reports (FBM090 and FBM091). o   
  • To determine if the contract extends over years or is set up on a year-by-year basis, contact a contract specialist with OSR. o        If the award account has received an extension beyond the termination date, the PI should return the NOTR to OSR indicating the extension date or if the award account has an extension pending the PI should return the NOTR to OSR and attach a copy of the letter requesting the extension and documentation from the sponsor indicating an extension has been granted.
  • o        If the NOTR is not returned to OSR by the required date, OSR will prepare the report based on the current Budget and Expenditure Report. The department will be sent a copy of the report to the department listing allowable and disallowable charges. The department will then need to move any disallowed charges to another account. o        Payment of any outstanding charges not detailed in the NOTR will be the responsibility of the PI and the department incurring the costs. o        Unless there is a continuation award and agency rules permit, supplies received too late to be of use during the award period will have to be diverted for use by and payment from another funding source. Should the account be over expended – a situation that should be avoided – corrective action must be indicated and promptly initiated.     
  •    The awarding agency is the driver not OSR: due dates, restrictions on spending, what happens to funds, therefore important to read and know the contract or Notice of Grant Award (NOGA).
  • Reporting to Sponsor Agencies: Overview of

    1. 1. Reporting to Sponsor Agencies: Overview of Program Performance Reports Financial Status Reports And Completing the Notice of Termination Reply
    2. 2. Program Performance Reports <ul><li>Importance of Reports </li></ul><ul><ul><li>PI provides technical up-date to sponsor </li></ul></ul><ul><ul><ul><li>Research progress </li></ul></ul></ul><ul><ul><ul><li>Summary of results </li></ul></ul></ul><ul><ul><li>Compliance = continuation of $$ and research and not threat of debarment </li></ul></ul>DEBARMENT
    3. 3. <ul><li>When they are due </li></ul><ul><ul><li>Specified in award or contract </li></ul></ul><ul><ul><li>Varies based on sponsor – foundation, private company, or State agency </li></ul></ul><ul><ul><li>Quarterly, Annually, Semi-annually Monthly, Interim (task completion) </li></ul></ul><ul><ul><li>Federal sponsors follow OMB Circular A-110 Requirements </li></ul></ul>Program Performance Reports
    4. 4. <ul><li>OMB Circular A-110 Requirements </li></ul><ul><ul><li>The Federal Office of Management & Budget </li></ul></ul><ul><ul><li>Defines administrative regulations so there is consistency and uniformity among Federal Agencies </li></ul></ul><ul><li>For each project award or sub-award </li></ul><ul><ul><li>Annual – 90 calendar days after grant year </li></ul></ul><ul><ul><li>Quarterly or semiannual – 30 days after reporting period </li></ul></ul><ul><ul><li>Final – 90 calendar days after expiration or termination of the award </li></ul></ul>Program Performance Reports
    5. 5. Program Performance Reports <ul><li>Generally the report should include: </li></ul><ul><ul><li>Comparison of actual accomplishments with established goals and objectives </li></ul></ul><ul><ul><li>Reasons established goals not met </li></ul></ul><ul><ul><li>Other pertinent information </li></ul></ul><ul><ul><ul><li>Analysis and explanation of cost overruns </li></ul></ul></ul><ul><ul><ul><li>Explanation of high unit costs </li></ul></ul></ul><ul><ul><li>List of publications </li></ul></ul>
    6. 6. Program Performance Reports <ul><li>OSR may contact PI for performance report when required for a particular financial status report </li></ul><ul><li>Final Performance Report </li></ul><ul><ul><li>OSR sends notice to PI indicating report due to sponsor </li></ul></ul><ul><ul><li>If delay expected, or extension granted PI must inform OSR </li></ul></ul>
    7. 7. Financial Reports <ul><li>Importance of Reports </li></ul><ul><ul><li>OSR prepares and submits financial reports to sponsor on behalf of PI </li></ul></ul><ul><ul><li>Expenditure summaries of how the budgeted monies were used </li></ul></ul><ul><ul><li>Some agencies require statements requesting funds to be drawn down for use </li></ul></ul><ul><ul><li>Some agencies require the University to invoice for expenditures </li></ul></ul>
    8. 8. Financial Reports <ul><li>Timely submittal insures </li></ul><ul><ul><li>University avoids penalties </li></ul></ul><ul><ul><li>Payments received from sponsor in a timely manner </li></ul></ul><ul><ul><li>New, Supplemental, and Continuation Awards not delayed </li></ul></ul><ul><ul><li>Extensions and carry forward authorized </li></ul></ul><ul><ul><li>University retains NIH’s Expanded Authorities </li></ul></ul>
    9. 9. Financial Reports <ul><li>When they are due </li></ul><ul><ul><li>Specified in award or contract </li></ul></ul><ul><ul><li>OSR tracks submission dates for all grants and contracts </li></ul></ul><ul><ul><li>Important for department to know deadlines. Usually due end of both Budget Period and Project Period </li></ul></ul><ul><ul><ul><li>Interim – covers period within a longer budget period (monthly, quarterly, semi-annually) </li></ul></ul></ul><ul><ul><ul><li>Annual – typically cover a one-year period </li></ul></ul></ul><ul><ul><ul><li>Final – the Close Out Report is prepared at the end of a project </li></ul></ul></ul><ul><ul><li>Federal sponsors follow OMB Circular A-110 Requirements </li></ul></ul>
    10. 10. Financial Reports <ul><li>OMB Circular A-110 Requirements </li></ul><ul><ul><li>SF-269 or SF-269 Financial Status Report </li></ul></ul><ul><ul><ul><li>used to report fund status of all non-construction projects or programs. Due 30 days after end of quarterly and semiannual reporting periods. </li></ul></ul></ul><ul><ul><li>SF-270 Request for Advance or Reimbursement – </li></ul></ul><ul><ul><ul><li>used to report expenditures and as needed, reimbursement for expenses beyond what was advanced. The report is also used to request cash advance for upcoming project period. The reports are prepared at least quarterly and more often depending on the project’s cash balance. </li></ul></ul></ul><ul><ul><li>SF-272 Report of Federal Cash Transactions – </li></ul></ul><ul><ul><ul><li>used to report on cash advances to recipients and to obtain disbursement information. Due within 15 calendar days following end of each quarter. </li></ul></ul></ul>
    11. 11. Financial Reports <ul><li>Who receives the reports </li></ul><ul><ul><li>OSR submits the reports to the sponsor </li></ul></ul><ul><ul><li>OSR sends the department each report </li></ul></ul><ul><ul><li>OSR prepares between 800–1000/month </li></ul></ul>
    12. 12. Partnership OSR and the departments depend on each other to make the most of the award $$ <ul><li>DEPARATMENT </li></ul><ul><li>Follow terms of </li></ul><ul><li>agreement </li></ul><ul><li>Spend the $$ </li></ul><ul><li>Track the money </li></ul><ul><li>OSR </li></ul><ul><li>Follow terms of </li></ul><ul><li>agreement </li></ul><ul><li>Submit reports </li></ul><ul><li>Keep department </li></ul><ul><li>informed </li></ul>
    13. 13. Financial Reports <ul><li>OSR depends on the department to closely follow the terms of the research agreement when spending and recording expenditures </li></ul><ul><ul><li>Provisions that disallow certain costs </li></ul></ul><ul><ul><li>Requirements for certain expenses to be itemized </li></ul></ul>
    14. 14. Financial Reports <ul><li>Spend the $$ </li></ul><ul><ul><li>Once awarded and account has been assigned to a contract or grant, department should immediately begin to incur expenses </li></ul></ul><ul><ul><ul><li>personnel (PD forms) and cost sharing items </li></ul></ul></ul><ul><li>Track financial data – maintain current and accurate </li></ul><ul><ul><li>FRS </li></ul></ul><ul><ul><li>System for items that don’t appear in FRS </li></ul></ul><ul><ul><li>Categories of supplies </li></ul></ul><ul><ul><li>Hours worked </li></ul></ul><ul><ul><li>Job titles </li></ul></ul>
    15. 15. Financial Reports <ul><li>Reporting Considerations </li></ul><ul><ul><li>Carry over (NIH & HRSA) </li></ul></ul><ul><ul><ul><li>25% of year’s budget excluding prior year </li></ul></ul></ul><ul><ul><ul><li>If claim >25% agency may take back funding difference </li></ul></ul></ul><ul><ul><li>F&A Rate (Facilities & Administrative) </li></ul></ul><ul><ul><ul><li>Split rates occur in July - if $$ not spent proportionally throughout the year then higher F&A will be applied </li></ul></ul></ul><ul><ul><ul><li>If reallocate $$ without a budget revision an F&A rate may be applied (ie. reallocate equipment to supplies) </li></ul></ul></ul><ul><ul><ul><li>Rate calculated when items post to FRS, therefore may be different than budgeted </li></ul></ul></ul><ul><ul><li>Payroll fringe benefits based on current rates </li></ul></ul><ul><ul><ul><li>May increase over what was budgeted </li></ul></ul></ul>
    16. 16. Date Final Technical Report due Date OSR completed the Final Report of Expenditures Date Final Financial Report due
    17. 17. Notice of Termination Reply (NOTR) <ul><li>Reports related to closing out the award </li></ul><ul><ul><li>Performance (PI) </li></ul></ul><ul><ul><li>NOTR (PI & OSR) </li></ul></ul><ul><ul><li>Equipment (OSR) </li></ul></ul><ul><ul><li>Patent/Invention (OSR, PI & OTD) </li></ul></ul><ul><ul><li>Contract Release (OSR) </li></ul></ul><ul><ul><li>Contractors Assignment (OSR) </li></ul></ul>
    18. 18. Notice of Termination Reply (NOTR) <ul><li>Importance of Report </li></ul><ul><ul><li>University required to submit final report of expenditures </li></ul></ul><ul><ul><ul><li>Each budget year must report how funds were spent </li></ul></ul></ul><ul><ul><ul><li>Establish any final financial obligations </li></ul></ul></ul><ul><ul><li>Delayed reports can result in </li></ul></ul><ul><ul><ul><li>withholding of sponsor payments </li></ul></ul></ul><ul><ul><ul><li>Jeopardizing future awards from the sponsor </li></ul></ul></ul>
    19. 19. Notice of Termination Reply (NOTR) <ul><li>OMB Circular A-110 Requirements </li></ul><ul><ul><li>Recipients must submit all performance, financial, and other reports within 90 calendar days after the completion date of the award. </li></ul></ul><ul><ul><li>Extension may be approved when requested by recipient </li></ul></ul>
    20. 20. Notice of Termination Reply (NOTR) <ul><li>Specific OMB Requirements </li></ul><ul><ul><li>Liquidate all obligations incurred under award no later than 90 calendar days after funding period or completion date </li></ul></ul><ul><ul><li>Refund any unobligated cash balances advanced by agency that are not authorized for use in other projects </li></ul></ul><ul><ul><li>Account for real and personal property acquired with Federal funds </li></ul></ul><ul><ul><li>Agency may make settlement adjustments after report received </li></ul></ul><ul><ul><li>Agency retains right to recover disallowed costs resulting from final audit </li></ul></ul>
    21. 21. Notice of Termination Reply (NOTR) <ul><li>OSR prepares and submits report on behalf of PI </li></ul><ul><ul><li>Use FRS data </li></ul></ul><ul><ul><li>Use information provided by PI regarding outstanding obligations </li></ul></ul><ul><li>Accurate, timely and complete input from PI and department is essential to assure funds are maximized to support the award </li></ul>
    22. 22. Notice of Termination Reply (NOTR) <ul><li>NOTR Letter </li></ul><ul><ul><li>OSR sends letter to business office manager using PI’s address within one week of budget period ending </li></ul></ul><ul><ul><li>Serves to notify department that budget has ended for the award account </li></ul></ul><ul><ul><li>Requests PI to provide financial data </li></ul></ul><ul><ul><ul><li>Outstanding obligations </li></ul></ul></ul><ul><ul><ul><li>Pending adjustments that don’t show on most recent Budget & Expenditure report (FBM090 and FBM091) </li></ul></ul></ul><ul><ul><li>States deadline to return of financial data to OSR within 30 days </li></ul></ul>
    23. 23. Notice of Termination Reply (NOTR) <ul><li>Award Extensions </li></ul><ul><ul><li>OSR Contract Specialist can help determine if the award extends over years or is on a year-by-year basis </li></ul></ul><ul><ul><li>If award account has received extension beyond termination date </li></ul></ul><ul><ul><ul><li>PI should return NOTR to OSR </li></ul></ul></ul><ul><ul><ul><li>Include copy of letter requesting extension </li></ul></ul></ul><ul><ul><ul><li>Include documentation from sponsor that extension given </li></ul></ul></ul>
    24. 24. Notice of Termination Reply (NOTR) <ul><li>Reporting Considerations (warnings) </li></ul><ul><ul><li>If NOTR is not returned to OSR by deadline </li></ul></ul><ul><ul><ul><li>OSR will prepare the final report based on current Budget & Expenditure Report less disallowed expenditures </li></ul></ul></ul><ul><ul><ul><li>OSR will send PI copy of report listing allowable and disallowable charges </li></ul></ul></ul><ul><ul><ul><li>Department will need to move disallowed charges to another account </li></ul></ul></ul><ul><ul><li>Payment of any outstanding charged not detailed in NOTR will be responsibility of the PI and department incurring the costs. </li></ul></ul><ul><ul><li>Supplies received too late to be of use during the award period must be paid from another source </li></ul></ul>
    25. 25. Notice of Termination Report (NOTR) <ul><li>How to complete the NOTR form </li></ul><ul><ul><li>Record the date of the Budget & Expenditure Report (FBM090 and FBM091) used in preparing the information </li></ul></ul><ul><ul><li>Review encumbrances that have not been paid out </li></ul></ul><ul><ul><li>Record Imprest cash </li></ul></ul><ul><ul><li>Record prior year corrections not moved to new account </li></ul></ul><ul><ul><li>Record outstanding invoices </li></ul></ul><ul><ul><li>Record outstanding orders that post automatically </li></ul></ul><ul><ul><li>Record salary and fringe benefits that need to be moved </li></ul></ul><ul><ul><li>Allow for differences with FRS report i.e. NC Sales & Use Tax </li></ul></ul>
    26. 26. Notice of Termination Report (NOTR) <ul><li>Let’s look at the form </li></ul><ul><li>in more detail </li></ul>

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