PreAward TrainingJuly 30th & 31st, 2015

Presented by: Maria Rojas

Read & Follow Funding Announcement Download/Select Correct Funding Use Correct Fringe Benefits (Federal vs Non

Federal) Budget-Use proper level of Effort

Increase salary & Fringe by 3% Non UM Employee-use TBA

Follow Uniform Guidance/Agency Guidelines Use Correct (F&A) Facilities & Administrative Rate

50.5% lower if MANDATED by the Sponsor Do not cost share/match unless REQUIRED

Do not waive F&A unless REQUIRED *1

Pre-Award Best Practices

eRA Commons (National Institute of Health) InfoEd (National Institute of Health) All NIH Effective

07/01/2015 FastLane (National Science Foundation) NSPIRES (National Aeronautics and Space

Administration) Grants.gov (see guidelines) ProposalCENTRAL (Susan G. Koman and many

government, non –profit, and private organizations) Other systems

Make sure you obtain system access

Electronic SubmissionsSystems

To avoid delays on Proposals make sure you complete:

Citi Training Module on conflict of Interest (COI) Module 1-Financial Conflict Module 2-Instutional Responsibilities Module 3-Conflict of Interest Institution

DPS (disclosure profile system) Verify Information on Dashboard

Under Project/Disclosures Individual Compliances Sort by Department/Name For problems contact Lory Hayes 305-243-5036

*2

Mandatory Citi COI-Training

http://www.miami.edu/dps

ORA provides two options when submitting all applications in advance of their application deadline:  OPTION 1—Single Comprehensive Review – 5 DAYS (Plus 4 days for CoE)

Applications must be received at ORA in final form and ready for submission Minimum of 5 days prior to agency deadline This is critical to allow sufficient time for review, editing, submission, and confirmation of an

error free application OPTION 2—Two-Tiered Review – 10 and 3 DAYS (Plus 4 days for CoE)

Applications must be submitted to ORA for a Preliminary Review and a Final Review Preliminary Review: Entire application including

PCRF-L Abstract Budget Budget Justification and all other required documentation (excluding the Research Plan) must be sent to ORA in final form

and ready for submission ten business days prior to the agency deadline Final Review: The Research Plan must be provided to ORA in final form and ready for submission a

minimum of three business days prior to the agency deadline *3

Application Submission Policy

1. RFP/Announcement (Request for Proposal) 2. Budget

Start & End Date Total Amount Requesting Project Title

3. Budget Justification4. PCRF (Proposal Contract Routing Form)5. Cost Share (Internal Use ONLY - Tuition)6. Proposal Narrative (1 page draft is

acceptable) *4

Proposal ChecklistInternal Submission

Proposals with Subcontracts submit: Subrecipient Commitment Form

signed by the Authorized Official

Detailed Budget Only first $25K take IDC (each subcontract)

Budget Justification

Statement of Work

*5

Subcontracts

University-level website (www.miami.edu/ora) CoE share drive-Research/Instructions & Forms for

Faculty Step-by-Step Instructions Budget Forms PCRF Forms

CoE Blackboard (same as share drive).

Contact Maria Rojas for any forms (back-up Ana Ayala)

Where can I find the internal forms?

File Location

Blackboard

BlackboardBlackboard

Blackboard

Blackboard Pre-Award Page

PCRF-Long-$$$ New Proposal Supplemental Competing and Non-Competing Renewals Contracts Amendments

*6

Proposal Contract Routing Formwhen to use long form

PCRF Short Form-No $$$

Change of PI/Key Personnel No Cost Extensions Change in Non-Financial Terms/Conditions Scope Changes without new/Supplemental funding Carry Forward Re-budgeting (Not internal IPAR – thru the agency) Reduction in Funding

*7

Proposal Contract Routing FormWhen to use short form

Routing Form Decision Matrix

Maria Rojas will email full Applications to MRA@med.miami.edu and will copy: Principal Investigator (PI) Corresponding Department Managers:

BME-Angie Del-Llano CAE-Maria Aldana ECE-TBA MAE-Marisol Pernas IEN-Daritza Berio Blanco

Dr. Helena Solo-Gabriele – Associate Dean of Research Maria Rojas, Manager Sponsored Programs Jackie Asenjo –Sr. Grant Administrator for Office of Research

Administration (ORA) Proposal due date will be listed on email subject line Maria Rojas will follow up with Jackie

FYI-Proposal Packageis sent to ORA by Maria Rojas

• Prepare letter and review against check list• Department turns in the graduate offer letter with the corresponding student folder to Maria• Include prior offer letters and current transcript

Department

Graduate Offer Letters Process

Template letters located at: S Drive, Graduate School, Graduate Offer Templates, AY 2015-2016

Use proper template New student (Fall, Spring, Summer) Existing Student

2nd Year existing student work from prior letter for that student Use template only for comparison and new Fiscal Year Rates Do a final proof read to make sure everything is consistent Review against check lists

Two weeks minimum turnover for graduate offer letter Grants deadlines take precedent over graduate offer letters Gantt Charts must be up to date at all times

Keep them easy to find/separate from OLD Charts Check numbers of TAs (see next slide)

Consistency between the offer letter, the previous offer letter, and the Gantt Chart is KEY!

*8

Graduate Offer Letters

BME=8 CAE=3 ECE=8 IEN=8 MAE=6

Total=33

FY15-16 TA Allocationby Department

Questions?