Proposal Preparation

Department Administration

Grant & Contract Services

Controller’s Office

Review BAA or RFP – determine required sections, certifications – inform PI/staff of requirements, complete/review appropriate forms, format according to instructions – prepare appropriate budget - obtain necessary signatures regarding Conflict of Interest.

Assist departments as required, and complete any appropriate certifications.

Establish overhead rates for proposals – maintain the table of Rates for Proposals and assist with the calculation of Service Center rates.

Determine, input and maintain Promotion data in WHOIgrants for proposal salary cost calculations.  Provide Generic salary information for the system.

Maintain the WHOIgrants system for budget preparation, and proposal and award databases.

Input all appropriate data into WHOIgrants – review and ensure accuracy of data.  “Freeze” the Submission and “Send to GCS”.

Review budget for correctness and consistency with Budget Justification.  Review internal Green Sheet information.  Protect Institution from unexpected facilities and/or Cost Share expenses.

Obtain required Dept. review and approval signatures on proposal cover sheet

Obtain required Institution signatures.

Educate Principal Investigators in preparation of proposals and timely submission – allowable and allocable costs.

Submit proposals via electronic programs and/or on paper or fax or email.

Maintain close contact with Program Managers at funding agencies.

Make and distribute required internal copies of proposals, based on checkbox data.

Protect confidential WHOI salary information.

Protect confidential WHOI salary information.

Sponsored Research Awards

Department Administration

Grant & Contract Services

Controller’s Office

Provide required cost and pricing data and respond to requests for additional data or answers to technical questions or revised budgets.

Work with contract and grant administrators to obtain awards – negotiate terms and conditions of Contracts and subawards.  Obtain negotiated rate agreements.

Review internal award document and grant/contract Terms and Conditions – Review requirements and restrictions with PI.  Provide revised budget(s) if needed.

Process awards – establish BiTech projects, phone codes, cost share accounts – maintain award database – prepare and distribute award documents.

Inform GCS of declined proposals.

Inform Departments of declined proposals – update the database.

Project Management

Department Administration

Grant & Contract Services

Controller’s Office

Work with PI to provide justification for pre-award costs.  Determine amount of pre-award costs required.

Communicate with Contract offices to obtain pre-award cost authorization.  Establish projects (or suspense) for costs.

Prepare all financial reports for agencies.

Draw down funds and handle all wire transfers and billing – Accounts Receivable

Review financial statements on a regular basis – determine that funds are spent according to terms and conditions of award and OMB A-133 (approve expenses, monitor time cards).

Maintain a system that will provide necessary financial information for project management (FSRs).

Educate PIs in allowable, allocable, and reasonableness requirements of all charges to sponsored research projects and in WHOI policies and procedures.

Educate PIs in allowable, allocable, and reasonableness requirements of all charges to sponsored research projects and in WHOI policies and procedures.

Assist PIs with all questions regarding sponsored research procedures, Federal Government rules and regulations, and the solving of problems related to research goals.

Assist Department Administrators with post award issues.

Assist Department Administrators with post award issues.

Work with PI to provide justification for no-cost extensions – ensure request is made according to terms and conditions of the award.

Process no-cost extension requests.

Assist PIs to determine the best – and allowable – use of funds when nearing project expiration.

Remind/encourage PI to complete progress and final technical reports as required by Award.  Track annual/final report submissions for compliance.

Collect and coordinate all closeout documents required by agency – verify cost share – close out sponsored research projects – retain files as required by law.

Prepare final financial report.

Subawards to Others

Department Administration

Grant & Contract Services

Controller’s Office

Prepare purchase requisition and related documentation for subawards.

Prepare subaward document – negotiate with subrecipients.  Obtain negotiated rate agreements.

Assist PI with approving invoice payments and monitoring completion of work and/or deliverables by subrecipient.

Process subaward invoices – monitor expenses – obtain closeout documents – perform desk audit.

Monitor subrecipient A-133 compliance.

WHOI Budgets and Audits

Department Administration

Grant & Contract Services

Controller’s Office

Prepare the Labor Base and all associated department budgets that are the foundation for Institution budgets.

Prepare annual Sponsored Research forecast and backlog reports.

Develop annual overhead and unrestricted budgets.

Assist in providing answers to questions from audit – proactively ensure that policies are followed and project costs are allowable.

Provide proposal and contract documents when requested by audit.

Oversee annual audits – work with the auditors, provide answers and training to auditors regarding WHOI policies – protect WHOI from large decisions regarding unallowable costs.

Take responsibility to rollout to departments any new procedures and/or processes which result from audit findings.