POST-AWARD ADMINISTRATION

POST-AWARD TRAINING

UAR 138.02 requires MSU faculty and staff responsible for expending resources from externally sponsored agreements to successfully complete training designed to help principal investigators and project directors understand hiring and paying employees, budgeting procedures, procurement procedures and other aspects of managing sponsored projects. The training is available online via Blackboard.

Those responsible for expending sponsored funding will not have access to their accounts until training is completed. Training will be valid for three years.

Please contact Janet Cline if you have any questions or need assistance with accessing or completing Post Award Training.

In an effort to facilitate project directors' success in managing their awards, the following offices work closely together in a collaborative post-award effort. These offices provide faculty and staff with the support needed to implement projects by providing a variety of important services.

OFFICE OF RESEARCH AND SPONSORED PROGRAMS

The Office of Research and Sponsored Programs (ORSP) is the administrative unit responsible for:

• Reviewing grant and contract account award notifications to ensure compliance with University policies and external funding source guidelines
• Negotiating contract obligations and budgets
• Revising budgets
• Securing administrative signatures
• Transmitting contracts to funding sources

Notifying the Office of Accounting and Budgetary Control of funded contracts and grants by forwarding copies of awards and budgets

Janet Cline, Director of Research Integrity and Compliance, is the contact for post-award administration in ORSP. She can be reached at 606-783-2541, or by email at jl.cline@moreheadstate.edu.

OFFICE OF ACCOUNTING AND FINANCIAL SERVICES

The Office of Accounting and Financial Services (AFS) is the fiscal unit responsible for the financial administration of all restricted grants and contracts. Its goal is to ensure that routine financial matters are completed in accordance with MSU's policies and procedures.

AFS is responsible for:

• Reviewing proposals for financial accuracy
• Establishing new grant or contract accounts on MSU's general ledger
• Preparing and submitting all financial invoices and reports in accordance with agency requirements
• Maintaining the time and effort reporting system
• Approving all financial transactions (purchase orders, payment requests, travel, personnel action requests, budget transfers, workstudy requests, etc.)
• Depositing all monies received
• Developing the fringe benefit rates
• Negotiating the University's facilities and administrative (F&A) rate

Penny Hamilton, senior grants and contracts accountant, is the contact person for restricted project accounts. She can be reached at 606-783-9524, or by email at p.hamilton@moreheadstate.edu.

PROCUREMENT

Procurement is responsible for:

• Procuring all goods and services for the University in a legal, timely and cost-effective manner in accordance with federal, state and local laws and policies, including the Kentucky Model Procurement Code
• Overseeing the approval of all purchase orders and personal service contracts provided in grant or contract awards

Procurement Services is the contact for approval paths and MSU procedures related to procuring goods or personal services. The office can be reached at 606-783-2018.

OFFICE OF HUMAN RESOURCES

The Office of Human Resources (OHR) is responsible for overseeing the hiring process for all full-time, part-time and temporary positions. MSU has procedures established for filling positions depending on the types of appointments being made. See "Personnel Policy PG-3: Types of Appointments," for the types of appointments that can be made at the University.

MSU is committed to recruit, employ, retain and promote in compliance with the principles of equal employment opportunity and affirmative action. The University follows a program of broad, comprehensive, open recruitment for full-time positions.

All positions are recruited and processed through the OHR in accordance with the Affirmative Action Plan. There are also requirements established for hiring part-time and temporary positions. For either type of appointment, a personnel action request (PAR) must be initiated online by the hiring supervisor and approved by the OHR, the Affirmative Action officer, and appropriate administrators prior to an offer of employment being made to a candidate.

The Office of Human Resources is responsible for overseeing the hiring process. Contact them following the award of a grant or contract if hiring someone, or if anyone is to receive supplemental pay in conjunction with a property's activity. The office can be reached at 606-783-2097.

PAYROLL OFFICE

The Payroll Office is responsible for processing all salary and hourly wage payments to employees at MSU in the most accurate, efficient and timely manner possible while maintaining compliance with all federal, state and local regulations.

The Payroll Office disburses payments upon receipt of an approved personnel action request (PAR). The Datatel version of a PAR will be a New Hire and Rehire (PEHR) document. All employees are paid on the 15th and 30th of each month. If this date falls on a weekend or holiday, the release is the preceding work day.

Regular and College workstudy non-exempt (hourly) employees are paid according to hours submitted for the previous semi-monthly pay period; exempt (salary) payments are paid for the current period in equal installments.

PAY SCHEDULES

All payments should be disbursed over the span of the individual's actual work period. A Web Time Entry Supervisory Approval Form must be on file in the Payroll Office to establish employees responsible for entering and approving payroll for each department. Required documents for pay disbursements are the federal W-4, state K-4, and when applicable, chosen retirement options and insurance options. All these forms are available on the Human Resources website.

Please begin paperwork as soon as possible to avoid delays in payroll processing. Please alert the Payroll Office immediately when notified of an unexpected termination.

STUDENT EMPLOYMENT

Project directors may want to hire a student(s) to perform work related to grants/contracts. The hiring process for students at MSU is facilitated by the Office of Human Resources.