...
After contract finalization, OSP will send the award information and award budget to SPAA to establish an account number. When account set-up is complete, a Notice of Award (NOA) will be sent to the PIPrincipal Investigator, Departmental Accounting contact, and COERA.
Award Kickoff Meeting and Budget Projecting:
At this time, the COERA team, Department staff, and Principal Investigator will review the award budget and project immediate potential spending needs and communicate any proposal plans or award changes for future planning understanding. For most budgets, COERA will arrange an in person or zoom meeting with these individuals to collaborate on budget projection for a project kick-off meeting. For small, simplistic budgets, a summary email correspondence may suffice.
...
Once you have specified the projected needs for the upcoming semesters, a COERA specialist will coordinate with you to finalize the anticipated expenditures.
Personnel Appointments:
All appointments for sponsored projects (26-accounts) are coordinated by the COERA Postaward Specialist. Each semester the postaward specialist will reach out to coordinate anticipated appointments on your sponsored accounts and will coordinate the COERA team to produce the necessary appointment documentation for appropriate and accurate appointments. If you anticipate a large amount or complicated appointments, please reach out to the COERA Postaward Specialist as soon as you can to get the process started in a timely manner.
...
Once a subaward has been established, subrecipient monitoring is necessary to maintain federal audit compliance. During contracting, COERA is added as a financial contact to the subaward, while the PI Principal Investigator maintains technical contact status. The PI Principal Investigator is responsible for collaborating with COERA for subrecipient monitoring duties throughout the duration of the contract.
...
- Acknowledging receipt of subaward technical and financial reports
- Reviewing and approving subaward invoice expenditures
- Monitoring work progress with Milestones and deliverables
- Coordinating with the subaward for any requested materials from the prime sponsor
COERA will can assist you with all of these items.
Project Financial Reporting:
COERA will can provide faculty with financial projection reports upon request for sponsored research accounts (see Templates & Examples), however, limited to two times per year (March and October) due to workload maintenance. We recommend assembling a report once a semester. If needed more often, we will work with you to train you on how to obtain the information you need. The reports will consist of:
...
University guidelines require sponsored project salary confirmation to be completed every semester. PIs Principal Investigators will receive multiple email reminders regarding this confirmation prior to and during the confirmation period. Please consult the COERA Appointment Contact before effort confirmation begins if you have any changes that need to be made to appointments for you or anyone on your project. During salary confirmation, the COERA Appointment contact will be your primary contact and will send extremely detailed emails with instructions on how to complete the salary confirmation appropriately and timely. Please contact the COERA Appointment contact should you require assistance.
Transaction Requests (Under Transition):
As part of strengthening the College of Education research enterprise, we are currently reimagining the research administrative workflow and oversight. In efforts to allow greater support and expertise around research transactions, we have reorganized the COERA team and expanded the Business Services administration to offer transactional support centrally.
We will be working on transitioning most sponsored projects to be administered via COERA, COE-Finance, and COE-HR. Below is a graphic illustration of this new process. Essentially, this means that you’ll now request all of the transactions for your 26-account grants and contracts through COERA (coera@austin.utexas.edu). Our transactions coordinator and COERA inbox Liaison, will be there to receive your requests, follow-up and guide you through the process, and then route your request to the appropriate next step for processing.
We have successfully transitioned the following units for transaction coordination through COERA:
Dean's Office (1020)
EDP (1080)
TexCEP (1190)
STEM (2960)
For all other units,