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Grant Management

In this Section

PRINCIPAL INVESTIGATOR RESPONSIBILITIES

The management of a research project funded through a federal, state, or industrial grant or contract is the responsibility of the lead Principal Investigator (PI) and co- PIs. The Division of Research will provide guidance and assistance to the PI(s) to facilitate their compliance with the terms of the sponsor. The responsibilities or obligations that PI(s) agree to when accepting a grant or contract include the following:

  • Commitment: Review all documentation including referenced materials within the award documents and comply with the terms and conditions.
  • Communication: Review the roles and responsibilities of all parties involved in the project and assure that they are aware of their obligations.
  • Technical Management: Manage the technical aspects of the program and comply with the deadlines and reporting requirements in award documents or the statement of work.
  • Supervision: Staff the project and supervise project personnel
  • Financial: Charge to the research account only those expenditures directly related to the technical completion of the project.
  • Accuracy: Review the monthly accounting statements to verify that all charges to that account are appropriate.

Contact the Division of Research for clarification of awarding agency requirements.

POLICIES AND PROCEDURES
 
Grant Close-Out Procedure (.pdf)
Cost Transfer Procedure - Reallocation of Charges (.pdf)
Request for Payroll Reallocation of Charges (Fillable PDF)
Request for Reallocation of Charges (Fillable PDF)
Effort Reporting (ATFAR) (.pdf)
Faculty Guidance for ATFAR (.pdf)
How to Distinguish Between Direct and Indirect Charges
(.pdf)
No-cost Extensions
(.pdf)
Notice of Award
 (.pdf)
NSF Participant Support Costs
(.pdf)
Residual Supplies Evaluation
(.pdf)
Supplier Diversity Policy
Resources for Finding Small, Minority-Owned, & Women-Owned Business Enterprises (.pdf) & Memorandum(.doc)
EPA Guidance on Finding MBE/WBE Certified Firms (.pdf)
Subcontracts
(.pdf)
Cost Sharing (.pdf)
Prior Approvals - Coming Soon
Consultants - Coming Soon
Accounts Deficit Procedure (.pdf) & Memorandum (.pdf)
Fixed-Price Closeout Procedure(.pdf) & Memorandum (.pdf)
Payment Terms for Privately Sponsored Awards (.pdf)
Sponsored Awards Accounts Receivable Monitoring (.pdf)

Code of Business Conduct (This link will take you to the Business & Finance Office pages - not DOR)
Conflict of Interest Policy (This link will take you to the Business & Finance Office pages - not DOR)
Travel & Entertainment Policy (This link will take you to the Business & Finance Office pages - not DOR)

OTHER: UNIVERSITY FORMS & DOCUMENTS

(The following links will take you to the Business & Finance Office pages - not DOR)


AGENCY/SPONSOR ADMINISTRATION REQUIREMENTS

NSF Award Administration Guide (NSF 08-1 AAG)
NIH Award Management (http://grants.nih.gov/Grants/managing_awards.htm)

REGULATIONS

OMB Circular A-21 - Cost Principles for Educational Institutions
OMB Circular A-110 - Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations
OMB Circular A-133 - Audits of States, Local Governments, and Non-Profit Organizations (06/24/1997, includes revisions published in Federal Register 06/27/03) 

Expenditure Documentation that Require DOR Review and Approval

 

The documentation MUST indicate full account information: FUND (3 DIGIT) - DEPT (5 DIGIT) - PRG/GRT (5 DIGIT) - ACCOUNT (4 DIGIT) - PRM (3 DIGIT)

Categories regardless of amount:

  • Graduate Appointments (Object code: 2118,2734)
  • Honorarium requires documentation that is signed by individual receiving payment, program title, dates, and rate
  • Human Subject (Object code: 2555)
  • Participant support (Object code: 2580, 2581, 2670, 2671, 2672, 2673, 2674, 2675, 2676)
    • Supporting documentation MUST indicate program title, dates, individual name, address, social security number, signature of individual, and description of expected payment
  • Reallocation Requests (All object codes)
    • P-Card Charges not previously charged to sponsored project or activity MUST be sent to Accounts Payable for approval first
    • P-Card Charges previously charged to supply account codes and being transferred to equipment fabrication account code 2528 MUST be sent to Accounts Payable for approval first
    • Supporting documentation (grant detail transaction report with items highlighted) MUST be attached and explanation section completed
  • Summer Housing (Object code: 2672, 2720)
    • Supporting documentation MUST be attached that indicates individual name, dates of housing, and amount
  • Travel Authorization (Object code: 2654 or 2656)
  • Travel reimbursement expenditures for Object Code 2654 or 2656 without prior approved travel authorization or reimbursement over the amount indicated on prior approved travel authorization
All categories with expenditure over $1,000