Sponsored Program Administration

Sponsored Programs Administration assists the University of New Hampshire (UNH) research community in its efforts to secure external funding by providing high quality administrative, contracting and financial services to ensure proper stewardship of those funds and to minimize the risk to university resources. 

Our purpose is to support and enhance the University’s reputation while working to achieve strategic goals with broad services in the following areas:  Proposal Development and submission, contracting, post award management and administrative guidance.  SPA is responsible for assisting faculty and staff with proposals, negotiation of grant and contract terms and conditions, guidance on the financial and administrative management of grants and contracts and training on research administration topics.  SPA is an experienced resource for faculty and staff who engage in research and scholarly activities, and who work to advance the University’s strategic goals through externally supported projects and programs.

SPA’s responsibilities include the following functions, activities, and services:

Grant and Contract Administrators (GCAs) provide one-on-one assistance with budget development, compiling the components of proposals, and the actual submission of proposals.  They are experts in the rules, regulations and policies of the sponsors, the government and the University.  When needed, they can point you to others in the Research Office for assistance.

Contacting your GCA early and often will smooth the grant seeking process for you and ensure that you complete all the necessary steps in a timely manner. GCAs are assigned responsibility for specific departments/programs/campus offices.  

Financial Research Administrators (FRA’s) provide accounting and financial compliance support for all UNH sponsored programs. The FRA’s provide secondary reviews of costs allocated to sponsored program funds for financial compliance with award terms and sponsor restrictions including allowable direct and indirect costs. They submit invoices and pursue collections from sponsors for all UNH sponsored programs. FRA’s prepare and submit required financial reports to the sponsors. They closeout awards and provide support during audits. They are knowledgeable of award terms and conditions as well as federal regulations. FRA’s are assigned responsibility for specific UNH departments.                                             

SPA Information Sheet

Research Admininstration at a Glance

Accounting and FInancial Compliance at a Glance

 

Contact Information

Proposal assistance, review, and approval: Editorial support, budget development, and knowledge of specific agency requirements. Proposal review for compliance with university and sponsor policies, especially review of proposed budgets for appropriate costing, indirect costs, and cost-sharing.

Proposal submission: Assurance that all departmental, college, or center approvals have been obtained prior to the submission of a proposal.  Securing of authorized and binding signatures for certifications and representations. Actual proposal submission, whether electronic or paper.

Award negotiation, subawards, and award acceptance: Negotiation with sponsors re: the scope, budget, and terms and conditions of a grant or contract. Negotiation of similar elements for subcontracts with collaborating institutions.

Award acceptance and activation: Acceptance of the sponsor’s award, on behalf of the USNH Board of Trustees, based on the approvals first obtained upon submission of the proposal and other approvals required after negotiation of terms and conditions.  Establishment of a grant record, including approved budgets, in the USNH Financial system (Banner) and communication of financial and grant information to the project director and college or center business partners.

Subawards and Subrecipient Monitoring: Authorization of subawards and subcontracts on behalf of the USNH Board of Trustees.  Assistance to project directors and BSCs in monitoring subrecipient performance. Tracking of annual audit certifications and follow up on findings.

Financial reporting and invoicing: Preparation and submission of invoices and financial reports to sponsors in a format and on a schedule agreed to in the award documents.

Accounts receivable management, collections and cash management: Management of an accounts receivable aging system with collection procedures for outstanding receivables and letter of credit systems where applicable for federal awards.  Provision of aging reports to project directors, departments, and deans as needed.

Cost compliance: Support of compliance with sponsor terms and conditions and federal regulations (OMB Circular A-21) through training and monitoring activities for allowable costs (reasonableness, allocability, and consistency). Approval of cost transfers recorded 90 days or more after the original transaction.

Effort reporting and certification: Based on Federal requirements and university policies and procedures, management of the effort reporting and certification system for UNH.  Provision of required training on effort management and labor cost distributions.

Rebudgeting, contract modifications, no-cost extensions, and PI transfers: Management of pre-award spending, rebudgeting, and no-cost extensions as allowed under award terms and conditions. Request of prior approval from sponsor for these same actions if required by award terms and conditions.

Independent Audits and financial reviews: Coordination and support for sponsored programs in the federal (A-133) single audit and sponsor initiated financial reviews.

Internal Audits and Internal Controls: Provision of support for internal audits affecting sponsored programs and guidance and training on internal controls impacting sponsored programs.

Award closeouts: Verification of final expenditures as of award end-date.  Preparation of final invoices and financial reports. Verification that all required technical, invention, and equipment reports have been filed.  Maintenance of records for proper retention period.