What is the Role of a DRA… Department R esearch A dministrator Understanding Your Role Pre Award
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Transcript of What is the Role of a DRA… Department R esearch A dministrator Understanding Your Role Pre Award
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
What is the Role of a DRA…Department Research Administrator Understanding Your Role Pre Award Best Practices
Post Award Management The Day-to-Day of your Grant Portfolio Getting to know your Post Award Central Office Best Practices
Compliance When to flip your Compliance Hat Allowable vs. Unallowable Best Practices
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
What is the Role of a DRA?
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
What is the Role of a DRA?
The DRA is one of the most important players in Research Administration Operations
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Understanding Your Role
Successful DRA’s: Understand their value to the organization Understand their limitations Determine their strengths Identify their weaknesses
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Pre-Award
The Departmental Research Administrator (DRA) assists and advises the PI (Principal Investigator) in Pre-award activities in accordance with: Sponsor’s terms and conditions Applicable regulations Institutional policies
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Pre-Award
DRAs are the primary interface with the scientific staff members that are responsible for sponsored project conduct. On-the-Ground ~ an important
understanding of issues a central administratormay not or cannot know.
Their importance doesn’t eliminatethe challenges & hurdles associated with successfully completing task, especiallywhen there is a one person office.
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Department Research AdministratorsGroup meetings are essential to the future growth
of any organization. Your institution’s first line of defense for
compliance.Assets to cultivate, develop and maintain
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Award Monitoring Review of expenditures in a timely fashion Cost Transfers
Allowable, allocable and reasonable
Cost Share Commitments
Overspending/Under-spending
Increasing/Decreasing Effort of Key Personnel
Equipment Purchases
Training, training, training!
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Sub-Recipient Monitoring
Overseeing all work with sub-recipient Regular follow-up meetings with PI and sub PI to
review project timeline Terms of the sub-award including termination for
non-performance and audit Allowable and allocable to the subcontract Payment/invoicing terms of the subcontract Carry-forward Foreign sub-recipients & negotiated F&A rates
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Time & Effort Reporting
Systems in use for verifying effort Direct working knowledge of the work
being done on the research projects Certification should be done in a timely
manner Changes must reflect the actual work
being done
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Post Award Management
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Intimate Knowledge of your Grant PortfolioWho are my sponsors
Federal, State, City, Foundations and other.Familiarity with governing circulars
OMB Circular A-21 OMB Circular A-110 OMB Circular A-133
Federal NIH, NIHMI, DHHS NSF USDEduc
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Do you have a Back-up system?Create a tracking system
Validation Forecasting
Keep separate copies Effort Reports Invoices Account Reconciliations
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Be ProactiveDue DatesBack-upFront end Salary Reallocations
Understanding Your Financial SystemsUtilization of offered trainingUtilization of offered system reportsTechnology is your friend, Embrace it!
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Getting to Know your Post Award Central Office
Who is your Liaison?Get to know THEIR dutiesKnow what THEY need from YOURespect DUE DATES
Building RelationshipsReach outRequest Meetings/Trainings Invite them to your “house!”
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Getting to Know your Post Award Central Office
Ask and you Shall ReceiveAward DocumentsManual or System generated invoicingReportingPayments
Go-To-PersonReliable back-up Turn-around-timeUninterrupted productivity
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Cost Transfers
Cost Center Reports
TrainingSelf Auditing
Effort Reporting
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
After-the-Fact Effort Reporting
Effort Reallocations - - processed prior to reports issuance
1st Hand knowledge of the work being done on the research projects
Certification should be done in a timely manner
Changes must reflect the actual work performed
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Respect Deadlines Be Proactive Cost Center Reconciliations Networking Take advantage of Training
Opportunities Education is paramount
SelfFormal
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Compliance
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
When to Flip your Compliance Hat
Identifying Red FlagsMajor Purchases towards the end of the project
Equipment Computer
Irregularity in Budget Variations Comp vs. Non comp The 25% rule
Cost transfer beyond.....the 90 day Period Understanding your polices and regulation Getting it right, the 1st time
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
When to Flip your Compliance Hat
Identifying Red FlagsEffort Reporting Changes
Who is certifying effort Significant reallocations of effort
Key Personnel salary/effort variations The 25% rule Administrative Duties
Travel Domestic vs. Foreign Per diem vs. Actual receipts
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Allowable vs. Un-Allowable
Case#1: Working on multiple Grants/Projects withDepartmental duties Answer: Allowable vs. Un-Allowable
Case#2: Working on one Grant only with no Departmental dutiesAnswer: Allowable vs. Un-Allowable
Administrative Salaries
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Allowable vs. Un-Allowable
Case#1: Purchasing Office Supplies under a single project of the labAnswer: Allowable vs. Un-Allowable
Case#2: Purchasing Office Supplies to one specific grant/project where multiple sponsored and non sponsored projects run simultaneouslyAnswer: Allowable vs. Un-Allowable
Office Supplies
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Allowable vs. Un-Allowable
Case#1: Budgeted Conference, standard room, no view of the cityAnswer: Allowable vs. Un-Allowable
Case#2: Budgeted Conference, Presidential Suite, free mini bar, hot tub and amazing view of the cityAnswer: Allowable vs. Un-Allowable
Travel
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Allowable vs. Un-Allowable
Case#1: Budgeted computer equipment of $2,500, four small purchases for iPadsAnswer: Allowable vs. Un-Allowable
Case#2: One budgeted laptop, cost $2,500Answer: Allowable vs. Un-Allowable
Computer Equipment
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Review Sub-RecipientsAuditsEffort Reporting InvoicesRequest Back-up
Audit TrailsFriend or Foe?
Conflict of Interest
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Budget, Budget, Budget Trust but Verify Review your NOA Stay up-to-date
New & Old Compliance RegulationsCheck with your Post Award Liaison
Is it worth it? How do you want your Name in a Headline?
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC