This section focuses on all stages after a proposal is funded. The process begins with an agency, foundation or other funding source granting an award or executing a contract. Awards are made to and accepted by the University under specific terms and conditions that must be followed. An award must be reviewed and the sponsored account established. The award must be monitored throughout the award period to ensure:

• All terms and conditions of the agency are met

• The University is consistent with costing policies for all types of funding

• All technical, financial, patent, and equipment reports are submitted in a timely fashion

• All revenue is collected and accounts are closed out in a timely fashion

BARA receives all award notices on behalf of the Principal Investigators (PI) in the School of Arts and Sciences. Awards are received by BARA, either electronically, or as hard copies. This section will describe the procedure followed when an award is received in the BARA office.

• Preliminary notification that an award has been received by BARA Office is emailed to the PI and the designated department contact or email address.
• The Sponsored Project Officer (SPO) reviews the award for the following:
• The funded amount is compared to the proposed amount.
• The awarded period of performance is compared to the proposal period of performance.
• The terms and conditions are reviewed for acceptability.
• The F&A rate is verified.
• The SPO accepts the award by signing the award if required.
• The award is given to the BARA Budget Analyst for set up (see award set up in KASPER).
• A copy of the award letter (with associated CUFS account number) is sent to the PI, the designated department contact, and the Research Accounting Office. Awards are sent either electronically or by campus mail--depending on how the award was received in the BARA Office.
• Any discrepancies must be brought to the attention of the responsible BARA SPO.
  http://www.jhu.edu/kasper/sponsored_projects/asra.html

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• Contracts are received by the designated SPO in BARA.
• Relevant parts of the contract are sent to the PI for review and comment.
• Contracts are simultaneously reviewed by the designated SPO in BARA.
• Any unacceptable clauses or requirements are discussed with PI.
• The contract is negotiated with the awarding agency if desirable.
• The contract is forwarded to the Vice Dean for Research or alternate Dean for signature.

  http://www.jhu.edu/kasper/sponsored_projects/asra.html

• The SPO sends the signed contract to the sponsoring agency for counter signature.
• The Contract is given to the BARA Budget Analyst for processing (see award set up)
• Copies of the executed contract are sent to the PI, designated department administrator and Research Accounting.

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• Once the BARA office notifies the Administrator, PI and Research Accounting that the award has been received and has been accepted, the setup process begins.

• BARA enters BASIS to input award information and to create a JHU financial account number, if one does not already exist.

• BARA enters BASIS budgeting option to input new or supplemental amounts for revenue (Revenue Code- 5XXX) and expense (Object Code- 4600). Research Accounting will reflect this two-line budget in AINQ within 24 hours of approval.

• The Department Administrator enters the BASIS budgeting option to input the detail budget. This is done by decreasing the 4600 Object Code and re-allocating the entire amount to the appropriate Object codes.

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• Basis User Guide: http://www.controller.jhu.edu/cufs/guide/basis.pdf

• Object Code Guide: http://www.controller.jhu.edu/objguide.htm

• Series Guide: http://www.controller.jhu.edu/SeriesA.htm

• BASIS https://basis.som.jhmi.edu/webapp/NewBasis/TimBasis/

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