Managing Grants: Post-Award Administration
Once the Office of Research & Sponsored Projects has processed an award, Financial Operations will assign a project/grant number and notify the PI and administrative point of contact by email that the account is ready for use. These pages intend to provide guidance and assist units in effectively managing research grants and other sponsored projects within their departments.
Each department is responsible for sound fiscal management of sponsored accounts and will be required to cover any expenditures not consistent with University policies and/or sponsor restrictions. The Project Director has primary responsibility for all activity on the account, but staff of the departments and schools/colleges also share this accountability. Administrators should monitor spending for compliance with University and sponsor guidelines. (Review the Post-Award Checklist for help getting started.)
Grant accounts should be reconciled regularly to ensure that spending is occurring and that all transactions on the Statement of Activity (SOA) are correct and applicable to the project. It is important to note that the SOA does not show the true account balance for sponsored funds because it is based on expenses booked against revenue. Sponsored projects generally do not receive revenue until the sponsor has been invoiced for charges, which often occurs only quarterly. Therefore, grant expenses are booked against the project budget, and the account balances are shown on the Project Grant Budget Status Report (link to M-Reports.) For guidance & instructions on using M-Reports, go to the M-Reports Tool page.
Sponsor Payments & Reporting
Sponsors are invoiced by the Accounts Receivable area based on expenses shown on the SOA. If there are no charges to the grant account, the sponsor will not be billed. Occasionally a sponsor will mail their payment or request for financial reports to the PI or the department. Sponsor checks and requests for financial reports should immediately be forwarded to our office to ensure correct processing through Sponsored Programs in compliance with University procedures.
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