1. Once an award letter has been received, make sure that OSP has a copy for review and signature. Only the Authorized Organization Representative (AOR) may sign grant agreements on behalf of the University!
2. OSP will initiate the setup of account from which money can be spent in alignment with the proposal budget.
3. The grant accountant assigned to your department will coordinate invoicing and financial reporting to the sponsor as required during the project period. The PI on the project will be responsible for technical reports due during the project period.
4. If an amendment or extension is needed, OSP will coordinate the submission of the amendment while working with the PI.
5. At the end of the project period, final report materials will be submitted by the PI to the sponsor, providing OSP with a copy so that their grant can be closed out internally. Some reports will need to be submitted through OSP, refer to the guidelines associated with your award for more details or contact OSP for more information.
Prior to Notice of Award, a bridge fund may be requested by the PI so that work may begin. All requests must be approved by the department head and then forwarded to the Dean as well as OSP for review and final approval. If authorized by the sponsor and conditions warrant, the PI may also request "pre-award spending" of up to 90 days prior to the start date.
It is important to understand that any expenses incurred prior to the receipt of an actual award will become the responsibility of the incurring academic department in the event the expected award does not materialize.
The PI, as Project Manager, has four primary responsibilities:
Upon receipt of an award transmittal, investigators must become familiar with these award terms and conditions. Any questions about what will be required should be addressed immediately by contacting your Grants and Contracts Specialist. Below are the typical characteristics that apply to the various types of reporting requirements.
Programmatic Reporting and/or Other Deliverables
The PI is responsible for monitoring periodic progress reports and invoices for compliance with the terms of the contract. As a result, the PI is expected to:
Non-compliance with technical reporting requirements or dissatisfaction with level of subrecipient progress should be reported immediately to OSP. If there are issues with costs and/or work progress, the PI should not sign off on the invoice in question. A revised invoice will be requested from subrecipient or the invoice will be suspended until issues are resolved.
PI Closeout Responsibilities
The following is a checklist of the PI's responsibilities at the time of closeout.
90 Days Before Budget/Project End Date:
At Budget/Project End Date:
Within 60 Days After Budget/Project End Date:
All financial reports are prepared and submitted by Grants Accounting. Please provide OSP with copies of all final reports.
Remember: Ultimately, the PI is responsible for ensuring that all requirements have been met.
Please see the Compliance page for links to the Office of Management and Budget (OMB), which cover federal awards, as well as internal compliance concerns.