2. PREAWARD
The pre-award process involves
significant communication between the
funder and the applicant organization
(Grantee) and includes negotiation if
significant adjustments are required prior
to award.
3. Award
If an award is made what does this mean?
The NoA is the legal document issued to notify the grantee
that an award has been made and that funds may be
requested from the designated HHS payment system or office.
An NoA is issued for the initial budget period.
The NoA includes all applicable terms of award either by
reference or specific statements. It provides contact
information for the assigned program officer and grants
management specialist.
4. Accepting the Award
The Award is given to the grantee institution
The grantee accepts the award on behalf of the
Principal Investigator/s and its associated terms
and conditions and must adhere to the guidelines
of the funder (Grantor).
The Grantee must comply with all Federal
regulations
What does this mean for you?
8. The concepts of allowability, allocability, and
reasonableness of costs address directly the
legitimacy of a cost charged against a specific
sponsored research award. Determination of
allowability, allocability, and reasonableness of
a given expense is based on specific guidelines
of the sponsor and according to federal cost
principles.
9. ALLOWABILITY
Except where otherwise authorized by statute,
costs must meet the following general criteria in
order to be allowable under Federal awards
10. ALLOCABLE COSTS
A cost is allocable to a particular Federal award or
other cost objective if the goods or services involved
are chargeable or assignable to that Federal award
or cost objective in accordance with relative benefits
received.
11. REASONABLE COSTS
A cost is reasonable if, in its nature and amount, it
does not exceed that which would be incurred by a
prudent person under the circumstances prevailing at
the time the decision was made to incur the cost.
13. PROGRAM MANAGEMENT
Grantees are responsible for managing the day-to-
day operations of their grant. To fulfill their role as a
steward of federal funds, awarding offices monitor
grants to identify potential problems and areas where
technical assistance might be necessary.
This active monitoring is accomplished through
review of reports and correspondence from the
grantee, audit reports, site visits, and other
information available by the grantor.
14. MONITORING EXPENDITURES
Applicant organizations are required to have financial systems
in place to monitor their grant expenditures. NIH monitors
grantee expenditures under individual grants within each
budget period and within the overall project period.
The Grants Management Specialist (GMS) reviews grantee
cash expenditure reports to determine whether they indicate a
pattern of accelerated or delayed expenditures.
Expenditure patterns are of particular concern because they
may indicate a deficiency in the grantee's financial
management system or internal controls.
15. REPORTING
Grantees are to submit a variety of reports which are due at
specific times during the life cycle of a grant award. All reports
must be accurate, complete, and submitted on time.
The NIH RPPR asks grantees about accomplishments towards
the goal of the project, plans for the next year of the project,
manuscripts and publications produced, personnel who have
worked on the project, changes to level of effort of key
personnel on the project, actual or planned challenges or
delays in the projects and plans for resolving them, significant
changes regarding human or animal subjects, inclusion
enrollment reports for clinical studies, and more.
16. CLOSEOUT
• Invention Reports - Final Invention Statement
• Financial Reporting (Institutional Requirement)
• Federal Financial Report (SF425) Cash Transaction Reports
• Federal Financial Report (SF425) Expenditure Data Reports
• Audit Requirements – For institutions that expend $500k or more
Editor's Notes
A Grant is money given by an organization, especially a government, for a particular purpose.
Compliance, There are many forms of compliance these days from PHI, HIPPA, IRB, IACUC, FFATA (Federal Funding Accounting and Transparency Act, Fiscal Responsibility
Compliance is everyday life when accepting Federal funding. Since December 2014 OMB Combined the Circulars into the Uniformed Guidance.
Program management is where you monitor and gather information for reporting and comply.
Monitoring expenditures is a large part of accepting any award (institutions who don’t monitor face the chance of losing funding, put on administrative supervision or even close down a grant)
What can happen if a report isn’t submitted on time or accurately? They could decrease the funding allowed for the next year, or delay any new funding.
FFR’s, Invention statements through (iedison) are used to close out the grant for the NIH.
