Award Management

Responsibilities

PI Responsibilities

The Principal Investigator (PI or Co-PI) is responsible for the management of a sponsored project.  This includes

  • Being aware of and complying with all terms and conditions of the award
  • Managing funds within the approved budget and applicable restrictions
  • Reviewing expenditures on a regular (i.e. monthly) basis
  • Ensuring all expenses are directly related to the project and necessary to meet project goals and objectives
  • Requesting Cost Transfers, Budget Revisions, and Programmatic Changes in a timely manner
  • Certifying Payroll Review Reports (called Effort Reports in Workday)
  • Working with college/department to meet and document Cost Share
  • Preparing and submitting technical reports
  • Working with the ORA to close out awards that are ending
  • Providing funds to cover any cost overruns

Financial Research Administration Responsibilities

The Post-Award team supports sponsored projects by

  • Setting up new Grant Worktags in Workday to track budget vs actual expenses
  • Reviewing and approving grant expenditures
  • Billing sponsors for allowable costs
  • Managing collections when sponsor payments are past due
  • Submitting financial reports to sponsors
  • Processing Cost Transfer and Budget Revision requested by PIs
  • Monitoring subrecipients
  • Documenting cost share
  • Generating Payroll Review reports (called Effort Reports in Workday)
  • Working with PIs and sponsors to closeout grants that are ending
  • Terminating Grants in Workday after they have ended

Expenses on Grants

Uniform Guidance (OMB) defines allowable and unallowable costs on grants, contracts, and other agreements. All charges to sponsored projects must be

  • Allowable - complies with university policies, award terms and conditions, and applicable regulations
  • Reasonable - does not cost more than what a prudent individual would pay under similar circumstances
  • Necessary - cannot meet the grant goals and objectives without it

Monitoring Expenses

Financial reports are provided in Workday.  The Grant_BvA_Co-PI Level report in Workday summarizes budget and expense information by Ledger Category and has drill down capability.  PI’s are expected to review expenses on a regular basis (i.e. monthly) to ensure that

  1. Expenditures posted pertain to the grant
  2. Missing charges are identified and investigated
  3. Errors are promptly resolved within 90 days
  4. Spend rate is reasonable and reflects project progress

Correcting Expenses

Sometimes, despite our best efforts, mistakes happen. Monthly reviews ensure errors are discovered and corrected in a timely manner. Corrections can be requested using a Cost Transfer Request Form. It is important to provide supporting documentation that is concise, easy to understand, and explains how the expense supports grant goals and objectives. Transfers to use up expiring funds are not allowable. 

Cost Share

Some agencies may require the university to pay a portion of project expenses.  When the university shares the burden of the project costs it is called cost sharing. A commitment to provide cost share is a legally binding agreement.  Cost share must be monitored on a regular basis to ensure the commitment is met. 

Budget Revisions

The budget for a sponsored project is approved by the sponsor funds the award.  Budget categories typically include Personnel, Supplies, Travel, Equipment, GA Tuition, and Indirect Costs.  The university's flexibility to move funds between budget categories depends on the sponsors’ terms and conditions.  Pre-Award will assist PIs with budget revisions that require sponsor approval.  Changes that do not require sponsor approval can be submitted to Post-Award using a Budget Revision Request form.

Award Close Out

As a project approaches its end date, a thorough review will ensure a successful closure.  The PI should review expenses and process any corrections as needed BEFORE final financial reports and/or invoices are due.

Other closing actions may include

  • Preparation of final narrative or technical reports
  • Verification that personnel appointments do not extend beyond the end date
  • Review cost share to ensure obligations, if any, are met
  • Review encumbrances to expedite payment, liquidation, or transfer
  • Submission of Intellectual Property and Inventory Reports

Purchases Near the End of a Project

All charges to a grant must be allowable, allocable, reasonable, and necessary to conduct grant-related activities.  Purchases may not be made solely to spend down the remaining balance.  Purchases at the end of a grant may require additional explanation to document their benefit to the project, especially

  • Equipment purchased in the last 6 months
  • Supplies purchased in the last 30 days