Keep them as references and share with your team. Included in the Federal Agency Corner below are valuable updates from our partners and federal agencies that keep you in the know. Review the SPA restructuring and all about the many changes that have taken effect that impacts all involved with research at BMC. Sponsored Programs Administration Restructure Notice: SPA-FY23-003 Going forward, departments will now be assigned a pre-award SPA contact for pre-award matters and an award management SPA contact for post-award non-financial matters. The new structure is comprised of two teams, one that specializes in pre-award matters (Pre-Award), and one that specializes in post-award non-financial matters (Award Management). Who should I contact if I have questions?įor questions related to the pre-notification account process at BMC, please contact 2023 In cases where a sub-recipient is associated with the award, BMC will issue the subcontract only when the official Notice of Award (NOA) or Fully Executed Agreement (FEA) is received. Subcontracts will not be issued during pre-notification.If the PI or department is unable to provide compelling evidence, then the account will be reconciled and closed. The PI or department must provide documentation from the sponsor affirming that the receipt of the award is pending. If an award has not been received after 90 days, Research Finance and SPA will contact the department regarding the close out of the account. Pre-notification accounts will remain active for 90 days from the date it was established.Second, the department will be held responsible for expenditures on the account for the unfunded period, if the start date on the award is different from the start date in the pre-notification account, and pre-award expenditures are not allowed. There are risks associated with setting up a pre-notification account that the PI and Department should be aware of before submitting a request.įirst, departments will be held responsible for expenditures if the award is not received, or if BMC is unable to accept award/agreement terms. What are the risks associated with pre-notification accounts? The setup process takes approximately 10 business days. Step 5: RIS sends project account information to the PI and Department Administrator. Step 4: Research Finance validates information in Infor. Once completed, RIS notifies Research Finance. Step 3: RIS-Research Information Systems initiates the setup in Infor, and facilities setup in Workday and of a BU OI. Once completed, SPA notifies the Research Information System (RIS) team. SPA initiates the setup process in Infoed. Step 2: SPA acknowledges receipt of the form and supporting documents. If you have any concerns about meeting this requirement, please contact Request Form can be found in the Forms section of BMC’s Research Operations website: Forms | Boston Medical Center (bmc.org) If applicable, protocol approvals (e.g., IRB, IACUC, IBC, etc.).Communication from the sponsor that indicates that an award is forthcoming.Departmental/Operational account required.Department Chief /Chair approval is required.Pre-Notification Project Setup Request Form.Step 1: The PI and/or departments submits a request form along with supporting documents to The following documents are required with the submission: What is the process for requesting a pre-notification account? The PI receives an e-mail notification from the sponsor stating that an award is forthcoming.An agreement is received, and it’s being reviewed and negotiated, or.The PI receives an award letter, and it states that an agreement is forthcoming,.PIs and departments can submit a request if: PIs and departments can submit a request to Sponsored Programs Administration (SPA) if they have received indication from the sponsor that an award is forthcoming. When should I request a pre-notification account? Pre-notification accounts allow departments to record and track expenditures and reduce the need for cost transfers. Sponsored Programs Administration – Research Operations Notice: SPA-FY23-004 What is a pre-notification account?Ī pre-notification account, also known as an advance account, provides Principal Investigators (PIs) and departments with an opportunity to initiate sponsored projects, and begin incurring associated expenses prior to receipt of an award, or institutional acceptance of an award. The following information highlights the current process for requesting and creating pre-notification accounts. Pre-notification accounts also known as advanced accounts for sponsored activities at BMC. We offer diagnosis and treatment in over 70 specialties and subspecialties, as well as programs, services, and support to help you stay well throughout your lifetime. BMC physicians are leaders in their fields with the most advanced medical technology at their fingertips and working alongside a highly skilled nursing and professional staff.
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