Role of Departmental Research Administrator in Sponsored Research
Gain insights into the critical role of a Departmental Research Administrator (RA) in the life cycle of sponsored research awards. Learn about their responsibilities, available resources, and key tasks in managing research awards effectively.
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Departmental Research Administrators Departmental Research Administrators Training Track Training Track POST AWARD INTRODUCTION POST AWARD INTRODUCTION Linda Brown, Associate Director, Maryland Institute for Linda Brown, Associate Director, Maryland Institute for Policy Analysis and Research (MIPAR) Policy Analysis and Research (MIPAR) Gina Fischer, Business Manager, Engineering Building Gina Fischer, Business Manager, Engineering Building Business Services Center Business Services Center 1
The Critical Role of the Departmental Research Administrator (RA) Learning Outcomes 1. Get a better understanding and appreciation of just how critical the RA s role is in the life cycle of a sponsored research award. 2. Elements of responsibility for the RA. 3. Learn of resources to aid continued success in the role of the RA. 2
Overview of the Role of the Departmental Research Administrator Assist faculty with preparation and submission of research proposals (if applicable, see module #2). Administer faculty research awards Accounting and Reconciliation Planning and Forecasting Work with Office of Sponsored Programs (OSP), Contract and Grant Accounting (CGA) and other related units on campus. Serve as first line compliance monitor for the award. Effort Report Certification
Award Life Cycle Close- out Proposal Stage Award Duration Get Award
I Have A New AwardWhats Next Documents the RA must have: Notice of Award from Sponsor OSP Event Notification Sheet Detailed Budget and Budget Justification GET HELP handout!! !!
Start-up Meeting with P.I. Points of Discussion Who s who define key personnel, grad assistants, etc. Review Budget Items Major purchases (equipment>$5,000, consultants, subawards) If subaward included, meet with OSP If cost share included, meet with CGA Participant Support Costs REMEMBER ALLOWABLE, ALLOCABLE, REASONABLE, CONSISTENT!!!
Lets Get Started !!! Get chartstring information and get Combo Codes (PeopleSoft HR>Payroll for North America>Commitment Accounting>Valid Combo Table) Set up Payroll (coordinate with payroll preparer if applicable). Initiate Procurement/Purchases (coordinate this effort with department s P-card holder, procurement office, and your PI).
Critical Areas to Monitor Purchasing Travel Payroll Subawards Cost Share (if applicable) Participant Support Costs (if applicable)
Monthly Monitoring and Reconciliation Run grant summary and detail report and verify against all supporting documentation. Verify F&A (Indirect) costs Notify CGA if budgets or F&A are incorrect Notify CGA if budgets or F&A are incorrect Initiate follow-up procedures for unreconcilable items. Identify Analyze Take corrective action
Interim Status Reports to PI and Chair (if applicable) PI s and/or Department Chairs may request: Balances Projections Variance reports (how is spending different from original budget) List of uncertified Effort Reports
Changes to the Award Coordinate with OSP and CGA Additional funding No cost extensions Budget modifications see award for modifications that require prior approval not all modifications require this. PI changes, transfers to or from other universities
Closing the Award Follow Close-out Checklist Coordinate with PI and OSP for Technical and Patent Reports (if applicable) Coordinate with CGA for Certification of Expenses and Final Financial Reports Move all payroll to a new source of funding (if applicable)
What Makes a Good Business Manager Faculty s point of view Faculty s point of view Customer service Being responsive Being available Being reliable Sheltering faculty from administrative processes Central Administration s point of view Central Administration s point of view Being responsive Being consistent Being proactive Being a buffer between faculty and OSP Compliance with all Sponsor regulations Compliance with all Sponsor regulations Finding a way but staying LEGAL Finding a way but staying LEGAL
A Successful Research Administrator Supports faculty and department in research and administrative functions Advocates for and advises faculty and staff Establishes a support system on campus Stays current in research policies and procedures
RESOURCES 2 CFR Part 220 (formerly A-21) o http://www.whitehouse.gov/omb/circulars_index-education/ Professional Organization Websites, Conferences and Workshops o NCURA www.ncura.edu o NACUBO www.nacubo.org o SACUBO www.sacubo.org o SRA www.srainternational.org Grants.gov www.grants.gov (all Federal Agency website link s) Federal Acquisition Regulation (FAR) www.acquisition.gov/far o UMBC RESOURCES - Get Help handout o o o
