Manage Award

Key Steps:

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.

Key Information:

Pre-Award Spending

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.

Post-Award Requirements

The PI, as Project Manager, has four primary responsibilities:

  • Managing the resources of the project
  • Planning and controlling the work of the project
  • Communicating with individuals and groups about the project
  • Submitting technical/progress reports to the sponsor

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

  • Completion of the project is the responsibility of the PI, or in the absence of the PI, the Key Personnel
  • Reports are normally called technical, narrative, or progress reports. Other deliverables could include software, manuscripts, fabricated equipment, etc.
  • Reports can be required as often as monthly or as infrequently as once during or after the award period
  • If not completed to the sponsor's satisfaction, an inadequate report may give rise to termination, withholding of funds, freezing of sponsored funds to the institution, etc.

Financial Reporting:

  • Grants Accounting has primary responsibility for completion and submission
  • Assistance from the Department/OSP to reconcile expenses/cost-sharing may be necessary, sometimes via formal amendments to the award
  • Reports may be required quarterly, semi-annually, or annually; invoicing may also be required

Subaward Management:

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:

  • Maintain good communication with the subrecipient PI
  • Review subrecipient institution's reports and incorporate them into the project's progress reports
  • Review all invoices to ensure that expenses are appropriate and aligned with technical progress. Only the PI can approve payment of subrecipient invoices

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:

  • Review report schedule and reporting requirements
  • Ensure subaward recipients have met goals
  • If a no-cost extension will be required, notify OSP
  • Determine if cost-sharing requirements have been met

At Budget/Project End Date:

  • Review all charges, including salary and benefits

Within 60 Days After Budget/Project End Date:

  • Ensure subaward recipients have met goals, notify OSP if not
  • Prepare/submit timely final reports including

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.


Page last modified January 28, 2016