Brain Imaging & Analysis Center

Grant Manager performs both pre-award and post award activities for BIAC.

Pre-award activities include:

• Assisting PI in the development, preparation, and submission of grant and contract proposals.
• Ensure all applications meet agency and university guidelines per published time tables and deadlines.
• Ensure proposals are entered in SPS and routed in a timely manner for institutional review.
• Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
• Advise the PI on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review certain proposal elements (e.g. Biosketches, Other Support) for consistency, accuracy, and completeness.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate fringe benefit and overhead rate for the project.

Post-award activities include:

• Verify award set up, terms and conditions with the PI.
• Manage budget and reporting through the lifecycle of the grant or contract.
• Communicate new WBSEs to appropriate department personnel.
• May make cost distribution adjustments to reflect appropriate effort distribution or related cost-sharing obligations.
• Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution.
• Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Review grant projections with PI on the quarterly basis.
• Establish subrecipient financial and reporting requirements; coordinate issuance of incoming/outgoing sub-agreements with ORC.
• Identify the need for cost transfers from budget reconciliation; submit cost transfers.
• Prepare and submit requests for rebudgeting/modifying the funded project budget.
• Assist PI with sponsor communication and required documentation for changes.
• Perform monthly reconciliations in accordance with FAM procedures.
• Close out of sponsored projects consistent with university process and timelines.
• Apply federal and university rules to management of effort allocations.
• Maintain financial records per the institutional documents retention guidelines.

• Education and Training
• Communication

• SPS Procedures
  • External Proposals (from other departments)
    • BIAC's routing is set up such that notification of proposals should come to both the grants manager and the business manager. Within 24 hours of receipt, the grants manager should review each proposal for correctness. This includes reviewing that salary is calculated accurately, and that email approval has been obtained for anyone listed as key personnel. If an individual is listed as key personnel, their effort must be checked to ensure that they have available effort, as effort changes > 25% for key personnel require NIH approval. Note that OSC designation does not require PI approval, as no effort is needed.
    • Once the proposal is correct, the grants manager should email the business manager letting them know that the proposal is ready for review. This must be done before 48 hours has elapsed, otherwise the grant will be auto routed, and approval from BIAC will be assumed.
  • Internal Proposals (generated by BIAC)
    • The grants manager will set up the SPS proposal and route the proposal no fewer than 11 business days prior to the grant due date (days counted include the due date). This will allow for 2 days for routing through departments, ORA's 7 business days, plus the due date, and give us at least part of an extra day for any possible delays. So for example, for a proposal due on Friday Oct 14th, we would start routing this anytime on Friday, Sept 30th. This then gives departments and us part of Friday, all day Monday, and part of Tuesday (16 business hours or 2 days), to get the proposal PCA by COB Tuesday to meet the 8am Wednesday ORA deadline. According to ORA's website “The SPS record must be completed and routed to the Pending Central Approval (PCA) state 7 business days prior to the application due date. SPS records received after this timeline will require a waiver. Please refer to the Grant Proposal Waiver Request page.” Essentially, their deadline requires receipt 8 days in advance (including the due date) or 7 days in advance (not including the due date).
  • Salary Calculations
    • The first year of salary should be calculated as the current salary plus 3%.
    • For years after that, salary should be inflated at a rate of 2% to be consistent with NIH/ORA guidelines regarding the overall budget increase being capped at a 2% increase.
    • Salary should be split out according to fiscal year. For example, for a grant budget that is 6/1 - 5/31, two salary lines should be entered, one for 6/1-6/30, and a second for 7/1 -5/31. This allows others to easily check that the inflation has been done correctly.