Account Set-Up to Closeout:
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Postaward Management through COERA
After contract finalization, OSP will send advance the award information and award budget internally to SPAA to establish an account number. When account set-up is complete, a Notice of Award (NOA) will be sent to the PIPrincipal Investigator, Departmental Accounting contact, and the COERA Post-Award Specialist, listed below:
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Award Kickoff Meeting and Budget Projecting:
At this time, the Post-Award Specialist, Pre-Award SpecialistCOERA team, Department staff, and Principal Investigator will review the award budget and project immediate potential spending needs and communicate any proposal plans or award changes for future planning understanding. For most budgets, the Specialists will ask to meet with you in person COERA will arrange an in person or zoom meeting with these individuals to collaborate on budget projection for a project kick-off meeting. For small, simple simplistic budgets, a summary email or phone correspondence with the Post-Award Specialist may suffice. Using this information, the Post-Award Specialist will complete an initial COERA Project Reporting Template, which includes projected project spending and send it to you for review.
In order for the Post-Award Specialist COERA to correctly identify immediate budget spending, please provide the following information at award time kickoff meeting (if changed since submission of proposal and applicable to your project):
List of UT Personnel who will be appointed for the upcoming semester on the project, the salary of each, and the number of months/percent effort per employee:
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It’s important to review this information and project any potential appointments that will change the overall spending pattern of your budget. Please be aware of and discuss possible changes with |
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COERA. |
Materials and Supplies (itemized with exact prices), including software and software licenses.
Consultants you expect to hire immediately at the rate provided for in the proposal. If you are waiting to hire consultants, this process can be delayed until that time.
Travel Expenses for each anticipated trip.
Other Costs that don’t fit into the above categories
Once you have specified the projected needs for the upcoming semesters, the Post-Award Specialist a COERA specialist will coordinate with you to finalize the anticipated expenditures.
Personnel Appointments:
All appointments for sponsored projects (26-accounts) are coordinated by the COERA Postaward Team. Each semester, COERA will reach out to coordinate anticipated appointments on your sponsored accounts and will coordinate within the team to produce the necessary appointment documentation for appropriate and accurate appointments. If you anticipate a large amount or complicated appointments, please reach out to COERA as soon as you can to get the process started in a timely manner.
Subrecipient Monitoring:
Once a subaward has been established, subrecipient monitoring is necessary to maintain federal audit compliance. During contracting, the Post-Award Specialist COERA is added as the a financial contact to the subaward, while the PI Principal Investigator maintains technical contact status. The PI Principal Investigator is responsible for collaborating with the Post-Award Specialist COERA for subrecipient monitoring duties throughout the duration of the contract.
Subrecipient monitoring consists of:
Acknowledging receipt of subaward technical and financial reports
Reviewing and approving subaward invoice expenditures
Monitoring work progress with Milestones and deliverables
Coordinating with the subaward for any requested materials from the prime sponsor
The Post-Award Specialist will COERA can assist you with all of these items.
Project Financial Reporting:
The Post-Award Specialist will COERA can provide faculty with financial projection reports upon request for sponsored research accounts (see Templates & Examples) and will be limited to two times per year (March and October).. We recommend assembling a report once a semester. If needed more often, we will work with you to train you on how to obtain the information you need. The reports will consist of:
Prior expenditures, current expenditures, and cost encumbrances.
Current account budget and account free balances.
Projected spending for the remainder of the project year.
Research Effort
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Verification System:
University guidelines require sponsored project effort confirmation to be completed every semester. PIs policy requires Principal Investigators to verify their effort annually every fiscal year. Principal Investigators will receive multiple email reminders regarding this confirmation verification prior to and during the confirmation verification period. Please consult the Post-Award Specialist with COERA before effort confirmation verification begins if you have any changes that need to be made to appointments for you or anyone on your project. During effort confirmationverification, the Post-Award Specialist COERA Effort contact will be your primary contact and will send extremely detailed emails with instructions on how to complete the effort confirmation verification appropriately and timely. Please contact COERA contact the Post-Award Specialist should you require assistance.
Transaction Requests:
For all transaction requests, you will coordinate with your department contacts to process transactions (as you do with any of your assigned accounts) and COERA will assist with any questions or concerns related to grant restrictions. COERA will receive these coordinated department requests and provide input on allowability, allocability, and reasonableness. Please do not hesitate to reach out to COERA to clarify any concerns or unique situations.