CENTRAL OFFICE SPONSORED PROGRAMS ROLES AND RESPONSIBILITY MATRIX Boston University

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1 ROLES AND RESPONSIBILITY MATRI Identification of Funding Opportunities OSP PAFO Gather and review information on funding programs. Keep abreast of agency interest and funding patterns. Alert faculty and others to restricted or invitational funding opportunities (OSP and other offices on BUMC). Subscribe to web-based service(s), providing grants databases, newsletters, Pivot), Grants.gov e-find. Proactively enroll faculty on COS-Pivot and coach faculty in using Grants.gov e-find. Administer COS-Pivot for institution. Assist Principal Investigators (PIs) in interpreting eligibility for funding. Assist PIs in obtaining and interpreting guidelines. Proposal Preparation OSP PAFO Furnish proposal development services such as workshops on proposal writing and grant administration, and feedback on proposals, when requested. Provide assistance in developing components via online tools and proposal expert assistance Provide guidance to PIs and departments on proposal preparation. Assist with the development and revision of budgets. Review budget for completeness, accuracy, and compliance with sponsor requirements. Review non-technical components of proposal (CV, Face Page, current and pending support, checklists and templates). Proposal Review, Approval, and Submission OSP PAFO

2 ROLES AND RESPONSIBILITY MATRI Review proposal for internal approvals (Major Project status, PI status, F&A waivers, cost sharing, human subjects, animals, other regulatory requirements). Review subcontractors proposals and confirm appropriate institutional approvals. Provide institutional signature on proposal. (Please note that PAFO will still serve as a backup for institutional signatures) Make and distribute copies of proposal if needed. Submit proposal. Please note that OSP will submit applications electronically. Department is typically responsible for submitting applications by mail. Record proposal information for tracking in KCRM. Review and submit Just-in-Time or additional compliance information if requested by sponsor. Approve advance accounts (IPAS) when appropriate and requested (backup) Review and Acceptance of Award OSP PAFO Receive Notice of Award (NOA). Send notification to PI and department and other administrative offices, as appropriate. Negotiate terms and conditions of award with sponsor. Assist in the preparation of revised budget and, if necessary, coordinate the revision and renegotiation of the statement of work if major revisions occurred to budget. Review cost sharing commitments and subcontract requirements.

3 ROLES AND RESPONSIBILITY MATRI Verify that all pending internal approvals (IACUC, IRB, IBC, etc.) have been secured. Notify PI of terms and conditions of award, especially those concerning technical reports and other deliverables. Sign negotiated agreement when necessary. (Please note that PAFO will still serve as a backup for institutional signatures) (backup) Award Set-Up OSP PAFO Issue formal award notice with copies to all affected departments and units; secure PI signature for unusual requirements. Secure final accounts for cost sharing and/or provide information to the Provost s Office for receipt of cost share funds. Record cost share requirements in KCRM. Obtain revised line item budget if needed and update KCRM Meet with PI about terms and conditions, if necessary. Record award in KCRM. Interface award to SAP. Prepare and distribute award summary documents once account number is established. Interface cost share requirements from KCRM into SAP creating cost share accounts in SAP. Prepare and issue subawards upon PI request. Qualify subawardees if necessary. Prepare Fund Reservation Request Form and submit to PAFO, including for those that involve sponsored program approval for carryforward Create fund reservation in SAP

4 ROLES AND RESPONSIBILITY MATRI Award Management and Maintenance OSP PAFO Coordinate issue resolution with sponsors. Review and submit award change requests that require sponsor approval. Process award changes in KCRM that require sponsor approval (e.g.: modification, carry forwards, etc ). Interface award changes that have budgetary impact with SAP Approve and submit no-cost extensions. Process award changes in KCRM that do not require sponsor approval (e.g.: close out, automatic carry forward, etc ) and interface to SAP Oversee fiscal administration for grants, contracts, and cooperative agreements Responsible for ensuring expenditure allowability and allocability in accordance with University policies ( Fiscal administration of clinical trials, including processing of budget increments Review and approve cost transfers (journal entries and salary adjustments) related to sponsored programs Cash Management (Invoicing and Collections) OSP PAFO Identify the need to submit invoices to sponsors. Create, sign, and submit invoices. Track payments and manage accounts receivable.

5 ROLES AND RESPONSIBILITY MATRI Monitor and pursue collection of overdue payments from sponsors. Manage cash. Manage the establishment of international bank accounts and manage the transfer of funds from international sponsors. Establish and use bank lock-box system. Financial Reporting OSP PAFO Identify the need for submission of a financial status report, either interim or final. Prepare Federal Financial Reports (FFR) or other final financial reports. Secure approval from department on final expenditures and submit financial report. Report cost sharing to sponsors. Technical Reporting OSP PAFO Identify need for submission of a technical report(s). Submit technical reports, where applicable. Submit invention reports, in accordance with terms and conditions. Closing of Accounts/Deobiligations/Early Terminations OSP PAFO Identify awards eligible for final closeout. Determine any unresolved items with financial impact that preclude closeout. Ensure all expenditures and transfers have been posted to account within 90 days of end date.

6 ROLES AND RESPONSIBILITY MATRI Resolve all issues related to un-reconciled accounts. Submit financial reports and property reports in accordance with terms and conditions. Prepare close out fund reservation paperwork for subawards due to early terminations by BU and/or sponsor deobligations. Prepare paper work to close out fund reservations for subcontracts for closeouts at the end of the award period Process fund reservation closeouts in SAP. Put accounts in closed status in SAP. Complete financial aspects of Relinquishing Statements, including coordination with Property Management Complete non-financial aspects of Relinquishing Statements. Submit Relinquish Statements to sponsors

7 ROLES AND RESPONSIBILITY MATRI Time and Effort Management OSP PAFO Prepare and distribute effort certification reports (PARs). Review PARs certified by PI for completeness and resolve problems or follow up on missing certifications. Approve necessary adjustments to award charges and/or payroll distributions. Retain documentation supporting the certification process. A-133, A-110, and A-21, and Sponsor Regulations OSP PAFO Comply with circulars and sponsor conditions for compliance. Coordinate the A-133 audit for the institution. Coordinate other internal and external financial audits. Cost Reimbursement Prepare and negotiate F&A cost rate proposal. Prepare and negotiate fringe benefit rates. Calculate and monitor service center recharge rates. Approve all capital equipment purchases in SAP. Track and tag Moveable Capital Equipment. Complete inventory of capital equipment on a biennial basis.