Skip to main content Skip to main content

Grant Process-Post Award


 

Grants and contracts carry complex technical and administrative responsibilities, which involve strict accountability.  Awards and contracts are given to the institution not the individual Principal Investigator.  The institution assumes full legal responsibility for ensuring that those funds are used for the purposes and intent of the awarded grant or the conditions stipulated by the contractual agreement.

The Principal Investigator has certain administrative and reporting responsibilities in addition to managing the activities. It is the Principal Investigator’s responsibility to familiarize themselves with the specific requirements of the award or contract, as well as the policies and procedures of the institution. It is the duty of the Office of Sponsored Research and Programs to review and oversee the successful completion of the contractual and grant funded activities, as well as prevent unexpected financial liabilities for the institution.

 

Receiving the Contract/Award

When a funding source approves support to an institution, an official notification of award will be sent to the College. Some agencies, such as NSF or NIH will provide the Notice of Grant Award electronically. Others will send a letter—or in the case of a contract, a document—which requires review, negotiation and authorization by designated institutional representatives and is usually signed by the president of the College or their designee. All award notices and contracts should be sent directly to OSRP for routing and review by the appropriate individuals.

 

Contracts

Contracts should be sent directly to OSR. OSRP will forward the contract to the Contracts Administrator, Controller’s Office, for review.  When finalized the contract is routed to the appropriate individuals for approval and signature.  A copy of the signed contract is held in OSRP.  OSRP will forward a copy of the signed contract to the PI and Grants and Contracts Manager, Controller’s Office, for processing. The Grants and Contracts Manager will establish a unique Banner account for each contract using a specific FUND number, ORGANIZATION code, ACCOUNT category, PROGRAM code (FOAP).

The PI will be expected to attend training to allow them to efficiently administer their grant activities through Banner, the campus-wide accounting and reporting system.

 

Award Notices

Award Notices should be sent directly to OSRP.  A copy of the award notice is held by OSRP and a copy will be forwarded to the Grants and Contracts Manager for processing.  The Grants and Contracts Manager will establish a unique Banner account for the grant award using a specific FUND number, ORGANIZATION code, ACCOUNT category, PROGRAM code (FOAP).

Once the account has been established, the Grants and Contracts Manager will provide OSRP and the Principal Investigator (PI) with the necessary account identification numbers and authorizations/access to their Banner account. 

The PI will be expected to attend training to allow them to efficiently administer their grant activities through Banner, the campus-wide accounting and reporting system.

 

Continuing Grants and Contracts 

The OSRP Executive Director has signatory authority for all continuing contracts and grants including amendments, renegotiated budgets, and yearly budget requests. All documentation, including amended contracts and awards, annual reports, final reports and close-out documents should be sent to the Office of Sponsored Research and Programs for routing to the proper departments for authorizations, signatures, and archiving.

Areas of Responsibility

The Post-Award Coordinator in the Office of Sponsored Research and Programs, Grant and Contracts Manager, Principal Investigator, and, as needed, the Contract Administrator, will collaborate to ensure successful grant administration and fiscal accounting. Each of these individuals has specific responsibilities involved in the Post-Award process. These responsibilities are outlined below:

 

Principal Investigator

  • Budget management

  • Time and effort tracking

  • Ensuring that monthly Payroll Distribution Forms are reviewed and signed by all personnel paid being paid through grant funds

  • Tracking in-kind match to ensure the institutions compliance with matching funds requirements as stated in the project budget

  • Allocating and spending Cash Match Funds in compliance with the stated purposes of the project

  • Provide all required institutional and periodic reports

  • Properly document and authorize any changes to any aspect of the sponsored project

  • Supervise and manage the team responsible for the project

  • Comply with College, state, federal and sponsor requirements

  • Develop processes and procedures for conducting the sponsored activities, and

  • Serve as the primary institutional representative regarding the funded project.

The OSRP will be notified immediately of any changes to the approved activities or budgeted funds (e.g. additional funding, budget reallocations, extensions of time, etc.)   OSRP and the Grants and Contracts Manager will be provided a written description of approved changes.

Principal Investigators should consult the OSRP for assistance with any administrative or managerial problems as they occur. It is recommended that Principal Investigators and the departmental support staff meet with the OSRP Post-Award Coordinator at the start of the project to be sure all administrative considerations are identified and understood.

 

Executive Director

  • Register and maintain the institutional memberships with government agencies overseeing Human Subjects Review, submission,  and reporting systems,

  • Research and implement Best Practices

  • Collaborate with other Metro State departments to develop grant procedures and policies.

 

 Post-Award Coordinator

  • Advise Executive Director on compliance and status of sponsored projects

  • Review continuing contracts and award documents for accuracy and compliance with Funding Agency and Federal guidelines,

  • Facilitate negotiations with partners and funders,

  • Review and obtain authorizations for grant renewals and amended contracts,

  • Record and archive all official documents pertaining to sponsored projects,

  • Manage OSRP procedures for documenting and archiving grant and contract related documents,

  • Provide detailed reports to staff and administrators concerning Metro State’s sponsored programs,

  • Collaborate with Accounting Grants and Contracts Manager to ensure compliance with federal and institutional policies and procedures,

 

 Contract Administrator

  • Review contracts, obtain necessary signatures, provide copies of signed contracts to contractors, PIs, Grants and Contracts Manager, and OSRP.

 

Accounting Grants and Contracts Manager

  • Assign FOAP (create a unique account on the College’s Banner accounting system),

  • Provide all necessary authorizations and Banner training,

  • Monitor accounts for accuracy and allowability of expenditures,

  • Invoice and provide financial reporting to the sponsors,

  • Identify and deposit receipts from sponsors to the proper accounts,

  • Approve all fund transfers and correcting journal entries, and

  • Respond to questions and problems from faculty and staff relating to the accounting of grant-funded projects.

 

Files Maintainence

Files are maintained by each participant in the Post-Award process, and each are required to maintain a minimum of the following:

 

Principal Investigator

  • Proposal

  • Award Notification

  • Project summary and abstract forms

  • Schedule of report due dates

  • Annual and Periodic Reports

  • In-Kind Match documentation

  • Record of expenditures

 

OSRP

  • Proposal and budget

  • Program solicitation

  • Project summary and abstract forms

  • Award Notification

  • Signed Contracts

  • Administrative reports

  • Documentation for Continuing Grants and Awards

  • Annual and Final Reports

  • Audit Documentation

  • Signed Payroll Distribution Forms.

 

Contracts Administrator

  • Contracts and contract renewals

 

Accounting Grants and Contracts Manager

  • Award Notification

  • Project summary and abstract forms

  • Schedule of report due dates

  • Accounting and Audit reports

  • Cash Match and ICR Distribution Information

 

Link to Accounting Forms


Edit this page