Old Dominion University Research Foundation (ODURF)

1. Old Dominion UniversityResearch Foundation(ODURF) Overview of Sponsored Programs

2. The Research Foundation is… • A separate, private, not-for-profit corporation • The fiscal and administrative agent for sponsored research and other projects conducted by ODU • The authority to enter into sponsored agreements with external funding agencies on behalf of ODU • The administrative and fiscal services support of funded projects

3. Things to Remember • ODURF applies for and administers all sponsored programs • Contact pre-award staff immediately upon deciding to submit a proposal (PreAward@odu.edu) • ODURF monitors grant and contract funds for compliance with all federal regulations, specific funding agency guidelines, and ODU and ODURF policies • ODURF has a wide range of services to assist the PI with proposal submission, award management, and project closeout

4. Why does the Research Foundation monitor research? • Protection of ODU, ODURF, and Principal Investigator • Monitoring of cost share commitments • Time and effort reporting • Subrecipient monitoring • Fiscal Responsibility and Oversight • Expenditure monitoring and compliance • Federal regulations • Increased scrutiny, regulations • Keep all interested parties out of the headlines by safeguarding the reputation of the Principal Investigator, ODU, and ODURF

5. Fiscal Compliance • U.S. Office and Management Budget • OMB A-21 – Cost Principles for Educational Institutions • OMB A-110 - Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations • OMB A-133 - Audits of States, Local Governments, and Non-Profit Organizations • Funding agency • Policy and procedures for oversight of awards • Special terms and conditions specific to award • ODU Policy • ODURF Policy

6. Grant Life Cycle

7. Proposal Preparation

8. ODURF Pre-Award • ODURF pre-award staff work closely with PIs to submit proposals on behalf of ODU and its researchers • All applications for sponsored projects are submitted through ODURF pre-award staff • Applications cannot be submitted by any other unit or individual in the name of the Research Foundation or ODU

9. Roles and Responsibilities • Principal Investigator • Contact ODURF to begin the proposal development process (budget, internal forms, etc.) • Review sponsoring agency’s guidelines and deadlines • Prepare proposal compliant with agency guidelines • Discuss project with chair and dean • Coordinate for any Subrecipient and /or cost share arrangements • Approve and route proposal transmittal form (PTF) • Submit completed proposal to ODURF at least 5 business days before agency deadline

10. Roles and Responsibilities • Pre-award Grant and Contract Administrator • Review sponsoring agency’s guidelines and deadlines • Assist PI with budget and budget justification development • Salaries and Fringe Benefits • Facilities and Administrative (F&A) costs • Cost share budgets • Tuition scholarships • Single- and Multi-year budgets • Cost accounting compliance • Assist with completion of agency forms and application packages • Point of contact for coordinating proposal with subrecipients • Submit applications to sponsoring agency

11. Facilities and Administrative Costs (F&A) • Negotiated Indirect Cost Rate Agreement • Office of Naval Research • April 12, 2011 (good through 6/30/14) • ODU faculty posted fringe rate 30.00% • Current F&A Rates • 53% Research on-campus • 26% Research off-campus • Department of Defense • 60% on-campus • 35% off-campus • 43.7% Instruction on-campus • Sponsor F&A caps

12. Facilities and Administrative Costs (F&A) • F&A is a real cost of performing work on a project • Facilities: • Building, utilities, equipment • Library – operations and materials • operation and maintenance expenses - janitorial, repairs, security, environmental safety, and insurance • Administrative: • General administration and expenses - President, financial management, general counsel, management information systems • Departmental administration - Deans, faculty administrative work, clerical staff, office supplies • Sponsored Programs Administration • Student Administration and Services • Recovered F&A is distributed to academic units to support research infrastructure

13. Cost Sharing • Mandatory • Required by the sponsor • Must be tracked and reported to sponsor • Voluntary commitment • is offered in the proposal • if offered and accepted, it becomes mandatory • Must be tracked and documented

14. Electronic Proposal Transmittal Form (ePTF) • An internal electronic form that contains project information and is used to obtain approval of ODU commitment of resources • Time and effort of any ODU/ODURF personnel (salaries) • Use of university facilities and equipment • Electronic signature approval is required by the PI, Co-PI, chair(s), and dean(s) • Form can be accessed remotely through the internet: http://www.researchfoundation.odu.edu/forms/ptf.htm • ODURF is not authorized to submit a proposal without receiving a fully approved ePTF • Once completed and signed, the ePTF should be routed back to the Pre-award GCA in the ODURF office

15. Why the 5 Day Guarantee? • Several near misses as a result of PIs waiting until the last minute to complete the proposal process • An increased number of proposals • Accommodates funding agencies’ processes and application complexities • Allows time for proposal development assistance • Allows time for sufficient review by college and department officials and ODURF officials • Guarantees PIs receive ODURF staff’s “best work” • Serves as a professional courtesy to colleagues also submitting proposals

16. When to contact ODURF • PI should contact ODURF immediately upon identifying a sponsor and program for proposal submission • Places PI in ODURF proposal queue • Assures ODURF pre-award staff will be available to provide support to the PI • Proposals received by ODURF five or more working days from deadline are guaranteed submission by the deadline • Proposals received by ODURF less than five working days of deadline will be completed, reviewed, approved, and submitted if and as resources permit • Proposals without firm deadlines will be submitted as soon as practical and prioritized in order of receipt • PI works simultaneously with both ODURF and grant writing staff to submit a well-prepared and compliant application

17. Pre-Award Grant & Contract Administrators (GCA) Jessica Harrison Associate Manger Stephanie Harris Grant & Contract Administrator I Nicole Swartz Grant & Contract Administrator I As soon you have identified a potential Sponsor & Announcement, email PreAward@odu.edu to be assigned a GCA to assist in your submission

18. Sign up to Meet Us • One-on-one meeting with pre-award GCA • Detailed overview of the proposal submission process • Answer any questions • Review funding agency guidelines, federal regulations, and program solicitations • Get familiar with ODURF staff and facility location

19. The Proposal Effort

20. Award Management

21. What happens once aproposal is awarded? • ODURF notifies PI of the grant or contract award • Contract negotiation • ODURF is signing official on all contracts and awards • Project number is assigned and award processed • ODURF coordinates any budget revisions with PI • ODURF sends a copy of notice of grant award to PI • ODURF contacts PI to set up award orientation

22. Additional Post-Award Services • Human Resources • Insurance and risk management • Fringe benefit administration • Recruiting • Hiring • Personnel appointments • Employee relations • Account/Finance • Payroll • Purchasing • Fixed asset inventory control • Travel and reimbursements • Time and effort reporting • Facility Security Officer • Security clearances • Visit requests (classified contracts)

23. Roles and Responsibilities • Principal Investigator • Perform statement of work • Monitor grant activity • Ensure all costs are compliant with funding agency, federal regulations, and ODU and ODURF policies • Submit travel claims, payroll authorization forms (108), and other reimbursements in a timely manner • Monitor subrecipient expenses and approve invoices • Submits cost share documentation to ODURF in a timely manner • Certify time and effort reports • Payroll Authorization Reports (PARS)

24. Roles and Responsibilities • Post-award Grant and Contract Administrator • Negotiate awards • Approve and monitor expenditures • Budget revisions • Process cost transfers • Process Subrecipient paperwork • Liaison with funding agency • Process no-cost time extensions • Reconcile project issues • Maintain project compliance

25. Post-Award Grant & Contract Administrators (GCA) Derell Jones, CRA Associate Manager Richard Brammer Grant & Contract Administrator II Michelle Gooding, CRA Grant & Contract Administrator I Becky Ellis Grant & Contract Administrator I Kathy Powell Grant & Contract Administrator I Lynne Whitfield, CRA Grant & Contract Administrator II Sarah Jaeschke Grant & Contract Administrator I Bridgett Burman Grant & Contract Administrator I Julie Tyler Grant & Contract Administrator I Denise Henderson Grant & Contract Administrator I

26. Thread of Compliance • Begins in Pre-award process • Agreement of certifications and representations • Accurate budget and budget justification • Review of all proposal files (cost share, personnel, facilities, IRB, etc.) • Continues in Post-award management • Monitoring of cost share commitments • Human subjects, animals, export controls • Time and effort reporting (PARs) • Subrecipient monitoring • Monitoring of project expenditures • Ends at project closeout

27. Cost Share Tracking • Principal Investigator: • Assures cost share expenditures are charged to the appropriate match account • Submits cost share documentation to GCA • Assures all cost share obligations are meet by project termination date

28. Reporting and Deliverables • Principal Investigator: • Responsible for the timely preparation and submission of all progress (technical) reports • Responsible for the timely submission of all project deliverables • ODURF: • Prepares and submits all grant specific quarterly, annual, and final financial status reports • ODURF will submit progress reports, if desired, on behalf of PI

29. Award Closeout • Federal agencies usually require closeout of projects within 90 days of project termination date • Final expenses – before project end date • Final invoice • Final payment can be dependent on agency’s receipt of deliverables and progress reports • All deliverables (includes financial and technical reports) • Equipment, inventory, and intellectual property reports

30. Things to Remember • ODURF applies for and administers all sponsored programs • Contact pre-award staff immediately upon deciding to submit a proposal • ODURF monitors grant and contract funds for compliance with all federal regulations, specific funding agency guidelines, and ODU and ODURF policies • ODURF is the authorized signing official on all sponsored projects • ODURF has a wide range of services to assist the PI with proposal submission, award management, and project closeout

31. If you have questions or need additional information, please contact us: Old Dominion University Research Foundation 4111 Monarch Way, Suite 204 Norfolk, VA 23508 Office: (757) 683-4293 Fax: (757) 683-5290