Award Management

Serves as the liaison between PIs and sponsors for pre-award activities, including:
- Proposal review and submission
- Just-in-Time (JIT) information requests
To ensure compliance with sponsor, federal and Partners policies, reviews:
- Application guidelines/submission requirements
- Grant proposals
- Contract applications
- Fellowships
Reviews Conflict of Interest (COI) and cost share forms
Serves as institutional authority approving proposals and related documentation sent to sponsors on behalf of Partners research hospitals
Submits proposals for grants, subagreements and contracts through federal and foundation electronic systems
Maintains membership in sponsor-supported electronic grant submission systems and enrolls PIs and DAs in appropriate systems as needed
Verifies progress reports for compliance documentation, submits electronic reports and provides institutional approval for hardcopy reports
Works with PIs who are joining Partners to transfer their current awards to Partners

Serves as liaison between Principal Investigators (PIs) and sponsors once awards have been issued
Performs new award set up, including reviewing terms and conditions and entering essential data into InfoEd and PeopleSoft:
- Standard Grants (NIH R, and K mechanisms)
- Multi-Fund Grants, including program projects and cooperative agreements
- Incoming subcontracts and foundation awards
- Training grants (T) and Fellowships (F)
- Industry/corporate-sponsored research agreements (non clinical trials)
- Sundry funds
Initiates outgoing subcontracts through the Contracts team
Activates renewal years and updates budgets
Monitors funds and expenditures
Establishes billing agreements, when appropriate
Reviews and approves expense allocations, such as:
- Salary Allocations/Employee Data Changes (EDCs)
- eBuy equipment requisitions greater than $15,000
Processes sponsor prior approval requests, such as:
- Effort changes exceeding 25% or more
- Carryforward, if required by sponsor
- Change in scope and key personnel
- No-Cost Extensions (NCE)
- Rebudgeting in excess of 25% of total approved budget, if required by sponsor
Performs administrative aspects of closing out funds
Assists with PI (research) transfer out of a Partners entity

Reviews and negotiates the terms and conditions of all research agreements, (consistent with institutional positions and protecting the rights of the investigators and the institution) received from:
- Non-profit institutions
- Foundations
- Federal and state agencies
Consults with and collaborates with other Partners offices such as RM’s Partners Clinical Research Office (PCRO), Research Ventures and Licensing (RVL), Materials Management and the Office of the General Counsel (OGC) on terms and conditions, as needed
Collaborates with PIs, DAs and the Pre-award and Post-Award teams during negotiations
Drafts and negotiates all outgoing subcontracts and research services agreements issued under research awards received from non-profit institutions, foundations and federal and state agencies
Serves as the Authorized Official and signs incoming contracts/agreements and outgoing subcontracts
Attaches all fully executed agreements into InfoEd and maintains deliverable comments tracking the progress of each agreement in InfoEd
Prepares subsequent amendments and modifications of incoming agreements and outgoing subcontracts
Obtains A-133 audit reports from each entity engaged as a subcontractor under a Partners Prime award
Review each A-133 audit report for findings that would impose risk on Partners to engage as a subcontractor, works with PI to develop terms and conditions to mitigate risk of liability/exposure

* Agreements for basic research funded by industry or for-profit sponsors are negotiated by Partners Research Ventures and Licensing (RVL). Agreements for clinical research/trials funded by industry or for-profit sponsors are negotiated by Partners Clinical Research Office (PCRO).

Billing and Revenue Team/Cash Management Group

Manages billing and collections for:
- Federal and state contracts
- Federal subcontracts
- Fixed price contracts (excluding industry sponsored projects)
- IRB and MCA fees associated with industry-sponsored clinical trials*
Sets up required elements in PeopleSoft to generate invoices
Manages and monitors accounts receivable
Performs daily posting and reconciliation of research cash, which includes checks and wire payments
Closes out subcontract projects in InfoEd and PeopleSoft

Financial Reporting and Accounting Team/Letter of Credit Group

Prepares Financial Status Reports (FSRs) for federal, fed-other and non-federal awards
Reviews and processes Journal Entries
Reviews and approves late cost transfers ensuring adequacy of audit trail data for each in accordance with policy
Reviews and verifies incoming subcontract invoices
Assists with processing international payments for subcontractors
Issues outgoing electronic transfers
Performs salary adjustments for terminated employees only
Closes funds – financial aspects
Uses Letter of Credit (LOC) process to bill for and receive funds from NIH and other federal sponsors
Performs residual balance transfers

*Industry-sponsored clinical trials are billed by the Principal Investigator (PI) and/or the study coordinator.

Grants Office Post-Award Team