When the university receives a grant or contract award, Sponsored Programs staff review proposed agreements associated with the award and negotiate terms and conditions which are both acceptable to the principal investigator and, at the same time, satisfy university policy concerns. Upon accepting the agreement, Sponsored Programs staff:
For more information on the award administration process, click below for portions of our Grants Management Manual.
Grants Management Manual
Grants Management Manual Overview ~ PowerPoint Presentation, PDF version
Project Initiation and Project Administration
Upon acceptance of a grant or contract, Sponsored Programs staff request a new account from the Grants Accounting Department within the Division of Business and Finance. Throughout the life of the project, Sponsored Programs and Grants Accountants work together to properly manage the award.
Sponsored Programs staff prepare a spending plan for the principal investigator that translates the approved budget into codes from the Universityâ€™s accounting system. A Grant Budget Summary report showing the charges against a particular grant fund for a selected time period is available to run from FlashLine > "My Action Items" in the Finance Reports box. Instructions for running the report
Post-Award Management and Responsibilities
Principal Investigators are responsible for the day-to-day direction and administration of their project and must comply with all University and agency policies and regulations. Sponsored Programs staff are available to advise and assist with all situations relating to the funded project including interpretation of University policy, agency regulations, and allowability of costs and/or activities. Sponsored Programs staff has expertise in the areas of cost principles, agency regulations, and compliance issues.
Principal investigators are also responsible for monitoring all expenditures charged to the grant account and insuring that those charged expenditures are allowable. To ensure the effective allocation of resources, Sponsored Programs staff can assist in interpreting Month End Financial Reports and, as well, in projecting expenditures to the end of the grant period.
All funding agencies require submission of project technical and financial reports.
FDP and Changes to Federally Funded Sponsored Projects
The Federal Demonstration Partnership (FDP) is a cooperative effort among federal research agencies, universities and the National Academy of Science's Government-University-Industry Research Roundtable aimed at streamlining and improving the federal/university research support relationship and reducing administrative burden on Principal Investigators. Part of the FDPâ€™s role is to maintain â€˜expanded authorities,â€™ which authorize agencies to defer cost-related and administrative prior written approval required by federal regulations, to award recipients. The expanded authorities matrix is here. To request changes to an existing sponsored project, please complete the Institutional Prior Approval Form.
Financial Administration Forms