Financial Management (FM)

The financial research administration series is designed for new and intermediate administrators responsible for providing financial support on a pre- or post-award basis. The certificate content is also applicable to mid- and upper-level administrators who assume oversight responsibility for financial management of sponsored program activity and to support staff responsible for developing financial and compliance management systems. The certificate provides an understanding of the regulatory foundation for the direct and indirect costing of sponsored program activity, financial management decision-making and system development.

One (1) workshop and seven (7) concurrent sessions (four (4) required sessions; three (3) elective sessions)

Required Workshop

WS5: It's All about the Money

Sunday, April 2, 2017 - 9:00am to 5:00pm

Content level: Basic

This workshop examines key issues to budget development, review and monitoring and explores a research administrator's role in service to the sponsor, institution and investigator. Special attention will be paid to assessing project costs, including personnel, consultants, equipment, supplies, travel, subcontracts, total direct costs, income, facilities and administrative costs (F&A) modified total direct costs (MTDC) vs. salary and wage base and cost sharing. In addition sponsor guidelines, institutional polices and the financial precepts of 2 Code of Federal Regulations (CFR) 200 (Uniform Guidance) will be covered. "Why do we have to do this?" and "Where are the guidelines that say that?" are key questions that will be answered.

Certificate: FM-R

Learning objectives:

  1. Identify core costs related compliance expectations associated with federal funding.
  2. Support proposal and award management activities consistant with federal regulations.

Prerequisites: None

Speaker(s):

Timothy Schailey, MS, Director, Research Administration, Thomas Jefferson University; Erin Bailey, Chief Financial Officer, CTSI University at Buffalo and Erin O’Byrne, Research Administrator, University of Buffalo

Required Concurrent Session

M103: Advanced Cost Share Concepts: Opportunities for Leveraging in Collaborative Research

Monday, April 3, 2017 - 9:30am to 10:45am

Content level: Advanced

This session will explore creative approaches to leveraging in large, multi-partnered research  opportunities. Administrators will learn how, during the pre-award process, to develop a mixed portfolio of contributions, including such offerings as cost share, in-kind and matching support, waivers on indirect costs, imputed indirect costs, and leveraging existing support for individuals in organizations. Strategies will be explored where Research Administrators (RAs) can take the lead and assist investigators in securing funding from internal and external sources. Participants will individually participate in guided practice to "cobble together" leveraged funds to respond to a large collaborative proposal which includes cost share and matching requirements.

Certificate: FM-R

Learning objectives:

  1. Identify and understand various opportunities research administrative leaders consider in cost share and potential leverage resources when responding to large collaborative sponsored research opportunities.
  2. Build a multi-resource model for a hypothetical collaborative opportunity using multiple leveraged resources.

Prerequisites: None

Speaker(s):

Denise Wynn, Director, Sponsored Research and Programs, North Carolina Central University

M203: Understanding Cost Transfers

Monday, April 3, 2017 - 11:00am to 12:15pm

Content level: Basic

Cost transfers, what are they and why are they an important part of grants management? Cost transfers are best described as the process by which we reallocate expenses that were initially charged incorrectly. This session is designed at the basic level for the new departmental administrators based on the lessons learned from a departmental grants manager. In this session you will learn three allowable reasons for cost transfers, the best practices for who is responsible for initiating a cost transfer, who is responsible for documentation, who is responsible for maintaining information, who is responsible for approval, and the importance of preparing cost transfers within the allowable time frame. At each step of the process, the speakers will look at policies and procedures that ensure cost transfers are compliant with federal and institutional regulations.

Certificate: IRAM-R, Category: IV. Financial Management and Compliance

Certificate: FM-R

Learning objectives:

  1. List three allowable reasons for cost transfers.
  2. Evaluate cost transfers to ensure compliance with federal and institutional regulations.

Prerequisites: None

Speaker(s):

Paulette Jones, Administrator University of Montana; Karen R. Sack, BS, Department Administrator, University of Maryland Baltimore, School of Medicine and Surekha K. Vishwasaro, MA, MS, Director of Finance, University of Maryland Baltimore, School of Medicine

M303: Closeout, Don't Shut Down

Monday, April 3, 2017 - 2:15pm to 3:30pm

Content level: Basic

Define the KEYS to unlock a less stressful closeout. Simplify your award management process on the path to closeout completion. Discuss the process of closing out Federal awards at Institutions of Higher Education. Describe how the Office of the Management and Budget (OMB) Uniform Guidance can help to guide Institutions through the closeout process. Identify how the Uniform Guidance helps to determine what is allowable and allocable. Presenters will discuss using tools throughout the closeout process such as checklists and advanced notifications to effectively coordinate closeout processes for the multiple individuals responsible for completing closeout reports and/or certifications.

Certificate: IRAM-R, Category: IV. Financial Management and Compliance

Certificate: FM-R

Learning objectives:

  1. Utilize Federal regulations, Sponsor guidelines and Institutional policies to provide consistency in closing Federal awards.
  2. Create a consistent document or tool to complete a closeout.

Prerequisites: None

Speaker(s):

Christine Toalepai, Sponsored Programs Administrator, University of Maryland, Baltimore; Marchon Jackson, Director of Sponsored Projects Accounting and Compliance, Division of Research, University of Maryland, College Park and Deborah Fraser, Manager of Cash Management & Invoicing, University of North Carolina Charlotte

M403: Basics of Facilities and Administrative (F&A) – A University Perspective

Monday, April 3, 2017 - 3:45pm to 5:00pm

Content level: Basic

Colleges and universities receiving direct federal awards are typically required to prepare, submit and negotiate a facilities and administrative (F&A) cost rate in order to receive reimbursement for indirect costs. For most people, the F&A calculation appears overly technical and painfully detailed. This session is intended for anyone who is new to the F&A process or would simply like to better understand the basic requirements, inputs and objectives that make up this calculation. Discussion session will include a high-level perspective regarding how the regulations, financial and other data inputs, and submission and negotiation processes work together and will provide practical insight into the application of the F&A rate to the organization’s awards. We will also discuss the impact the new Uniform Guidance will have on preparing and negotiating F&A rates and what participants are doing to prepare for these changes.

Certificate: IRAM-R, Category: IV. Financial Management and Compliance

Certificate: FM-R

Learning objectives:

  1. Identify what an F&A rate is, its importance and the various types of costs recovered through the F&A rate.
  2. Explore different types of rates and how they impact recovery and understand the process for preparing, submitting and negotiating the rate under the Uniform Guidance.

Prerequisites: None

Speaker(s):

Alex Weekes, CPA, PARTNER, ML WEEKES & COMPANY, PC

T103: Understanding Subrecipient Monitoring

Tuesday, April 4, 2017 - 9:15am to 10:30am

Content level: Basic

This session will discuss the exciting project that the Federal Demonstration Partnership (FDP) has been undertaking to assist research institutions with the requirements of subrecipient entity monitoring and risk assessment. The overall goal of this Pilot is to reduce administrative burden for both the PassThrough Entity and the Subrecipient Entity. Information about the FDP Expanded Clearinghouse Pilot will be shared including information about the origin of the Pilot, steps taken to develop the current Pilot, the new web based version of the clearinghouse, future phases of the Pilot as well as information about how institutions can benefit from the Pilot, even if they are not part of it or an FDP member institution.

Certificate: FM-R

Learning objectives:

  1. Understand the purpose, goals and schedule for the FDP Expanded Clearinghouse Pilot.
  2. Learn how their institution might benefit from the FDP Expanded Clearinghouse Pilot, even if they are not an FDP member institution.

Prerequisites: None

Speaker(s):

John Sites, Manager, Huron Consulting Group

T203: A Frank Discussion on Service Centers

Tuesday, April 4, 2017 - 10:45am to 12:00pm

Content level: Basic

Institutions usually establish a variety of service units to provide specific services to support their sponsored research, instruction and other activities. These service operations are referred to as service centers and are categorized as specialized service facilities or recharge centers. This session will describe the differences between the two types of service centers provide examples for each category and, review the federal regulations that affect service center operations. Our focus will include the federal government’s concerns related to service center operations. Development of both federal and non-federal billing rates, and institutional service center policies, procedures and practices will be discussed. Service center operations, funding, and benefits at a major research institution will also be explored in this session along with where to gather data and get a handle on what all of an institution’s service centers may encompass.

Certificate: FM-R

Learning objectives:

  1. Attendees will gain an understanding of the federal requirements regarding service centers and how service centers develop user fees, bill users and function at institutions of higher education.
  2. Attendees will gain an appreciation of the benefits, challenges, responsibilities and costs of creating and operating service centers at a major research institution.

Prerequisites: None

Speaker(s):

Deston Halverson, Senior Manager, Higher Education and Academic Medical Centers, Attain, LLC and Sara Bible, Associate Vice Provost, Research Administration, Stanford University

T305: Indirect Cost Rates – A Non-profit Perspective

Tuesday, April 4, 2017 - 1:45pm to 3:00pm

Content level: Basic

Almost every research institution must engage in the process of negotiating federal indirect rates. Non-profits face unique challenges in preparing, submitting and negotiating indirect rates. As we go through this process, many of us often wonder if we’ve done everything we can do within the constraints of federal regulations in order to maximize our institution’s negotiated indirect rate and resulting indirect cost recovery. In this session, we will discuss strategies that may be employed to maximize indirect cost recovery, both in the preparation of your indirect rate proposal as well as during the subsequent rate negotiation and budgeting of indirect costs on grants and contracts. Participants will be encouraged to share their experiences concerning the indirect rate process. We will also discuss the impact that the new Uniform Guidance will have on preparing and negotiating indirect rates and what participants are doing to prepare for these changes.

Certificate: IRAM-R, Category: IV. Financial Management and Compliance

Certificate: FM-R

Learning objectives:

  1. Identify what an indirect cost rate is, its importance and the various types of costs recovered through the indirect rate.
  2. Explore different types of rates and how they impact recovery and understand the process for preparing, submitting and negotiating the rate under the Uniform Guidance.

Prerequisites: None

Speaker(s):

Alex Weekes, CPA, PARTNER, ML WEEKES & COMPANY, PC

W203: Effort Reporting: Understanding the Requirements

Wednesday, April 5, 2017 - 10:30am to 11:45am

Content level: Basic

Effort reporting is a continual area of focus for Offices of Inspectors General and the Justice Department and is a constant hot topic within the research community. Federal regulations and guidance in this important area are often vague and open to varying interpretations. This session will review recent audit and investigation findings related to effort reporting, discuss common pitfalls/red flags for auditors and offer some best practices on how to avoid them. Among the topics that will be covered in this session are effort reporting fundamentals, as well as some of the more challenging aspects of effort reporting, including what’s in and what’s out of institutional base salary and total professional effort, supplemental compensation, what constitutes a “suitable means of verification” and what exactly is an “independent internal evaluation” of the effort reporting process. Additionally, the presenters will address any changes enacted by the A-21 Task Force.

Certificate: IRAM-R, Category: IV. Financial Management and Compliance

Certificate: FM-R

Learning objectives:

  1. Understand the federal requirements of effort reporting and identify industry best practices for designing and implementing an effective effort reporting process.
  2. Learn what federal auditors and investigators look for when auditing effort reporting, and techniques to mitigate risks of non-compliance at your institution.

Prerequisites: None

Speaker(s):

Libre' McAdory, Administrative Director School of Medicine Center for Integrative Medicine, University of Maryland Baltimore and Lisa Campbell, Associate Administrator for Finance and Research Operations, The Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins

Elective Concurrent Session

M104: New Federal Administration: Impact on Institutions of Higher Educations (IHEs) & the State of Uniform Guidance

Monday, April 3, 2017 - 9:30am to 10:45am

Content level: Intermediate

Given a new administration in Washington, DC, this session will explore potential changes for Institutions of Higher Education (IHE) in federal funding for research, regulations and oversight. With a new President there will be many new appointments in Washington including Cabinet positions, heads of federal funding agencies, the Office of Science and Technology Policy and more. Opportunities for re-examination of troublesome policies will be discussed. By April 2017 the Uniform Guidance (UG) will have been in effect for over two years. As the Council on Government Relations (COGR) and the Federal Demonstration Partnership (FDP) continue to work with the Office of the Management and Budget (OMB) and the Council on Financial Assistance Reform (COFAR) to develop and understand implementation of the Uniform Guidance, many institutions are still developing an understanding of what the new and revised policies and procedures mean for their organizations. We will cover major ongoing issues in the UG and provide news on recent developments in the dialogue with Federal agencies, OMB and COFAR. The speakers will offer information and experiences about "What Have We Been Doing?" and "What are the Challenges and Opportunities?" Procurement, Conflict of Interest, Project Close-outs, Internal Controls, Compensation - Personal Services and other topics will be examined.  Join us to discuss these major changes in research administration!

Certificate: FM-E, IRAM-IV

Learning objectives:

  1. Participants will gain an understanding of current thought on how the new Federal Administration may impact IHE's research activities.
  2. Participants will gain an understanding of the major issues with the Uniform Guidance and expected developments with it.

Prerequisites: None

Speaker(s):

Deston Halverson, Senior Manager, Higher Education and Academic Medical Centers, Attain, LLC and Sara Bible, Associate Vice Provost, Research Administration, Stanford University

T303: Budgeting Basics

Tuesday, April 4, 2017 - 1:45pm to 3:00pm

Content level: Basic

This session focuses on the theory of what is a good budget and the practical, what are the pieces and how to create a budget. The session will include a discussion of cost principles, budget categories, direct and indirect costs, cost sharing and how to create a budget for a sponsored project.

Certificate: IRAM-R, Category: I. Fundamentals of Sponsored Research Projects

Certificate: PA-E

Certificate: FM-E

Learning objectives:

  1. Identify basic principles used in budgeting
  2. Identify various budget categories, determine allowable and unallowable expenses.

Prerequisites: None

Speaker(s):

Sharon McCarl, MBA, CRA, Associate Dean, Mellon College of Science, Carnegie Mellon University

T403: Closeout of National Institutes of Health (NIH) Grants

Tuesday, April 4, 2017 - 3:15pm to 4:30pm

Content level: Basic

This session will provide an overview of all National Institutes of Health (NIH) closeout policies and procedures as well as discuss strategies and best practices for proactive compliance. 

Certificate: IRAM-R, Category: IV. Financial Management and Compliance

Certificate: FM-E

Certificate: NIH-R, Category: II. Post-award

Learning objectives:

  1. Be familiar with the NIH Closeout process.
  2. Identify strategies for using the Commons closeout module to pro-actively ensure timely reporting.
  3. Identify best practices for closing out grants.

Prerequisites: None

Speaker(s):

Melinda Nelson, Acting Director, Division of Extramural Research Activities and Chief Grants Management Officer, NIAMS, NIH

W103: Understanding the Contract Lifecyle

Wednesday, April 5, 2017 - 9:00am to 10:15am

Content level: Basic

This session will provide the participant with an overview of the life cycle from Request for Proposal (RFP) to award closeout on federal and non-federal contracts. In addition, the session will address some of the problematic language associated with the terms and conditions when accepting these awards. At the end of the session, a participant should have a general understanding of how the contract process works and associated complex terms.

Certificate: IRAM-R, Category: II.Legal Issues in Research Administration

Certificate: FM-E

Learning objectives:

  1. Participants will learn how to administer a federal sponsored research contract from RFP to award in a university environment.
  2. Learn best practices and tips for managing contract funds.

Prerequisites: None

Speaker(s):

Monique Anderson, Director Administrative Services and Debra Murray, Assistant Director of Compliance, University of Maryland, College Park