Post-Award

Post-Award

Services | Responsibilities

COMPLIANCE
  • Disseminate compliance information and new regulations to the research community
  • Serve as advisor to research administration units on key compliance topics
  • Comply with federal, state and Institution policies and regulations governing sponsored programs
  • Serve as expert resources on knowledge of federal and other sponsor regulations
  • Review current practices to identify research compliance risks
  • Communicate and network with peer institutions
  • Coordinate pre-award audits and site visits
  • Act as a liaison with other university administrative supports units, PI, sponsors and auditors
  • Monitor compliance issues (Human Subject, IACUC, Biohazards, Conflict of Interest, Export Control, etc.)

GENERAL

  • Prepare and submit subaward agreements and subcontracts
  • Review and submit no cost extension
  • Review and submit carryover request

ACCEPTANCE AND SET-UP

  • Receive the Notice of Grant Award
  • Evaluate whether award is a gift or grant
  • Review the Notice of Grant Award
  • Accept the agreement on behalf of the Institution
  • Notify the PI that the award has been received and send copy of the Notice of Grant Award to the PI and Business Administrator and College Administrator as appropriate
  • Prepare the Internal Notice of Grant Award and submit to Finance to establish and setup an account number
  • Track award date

TRANSACTIONAL REVIEW

  • Review all charges to sponsored projects for allowability, allocability and reasonableness
  • Cost properly allocable as indirect are not budgeted or charged as direct costs to projects
  • Ensure that charges are treated consistently with regard to direct/indirect cost purposes if the transaction occurs on a federal project.

NON-FINANCIAL MANAGEMENT

  • Approve or recommend approval of carry forward of unexpended funds of specific awards
  • Provide institutional endorsement to the sponsor for requests for administrative or programmatic changes initiated by the principal investigator
  • Review proposed activity and submit requests for sponsor approval or revisions to effort commitments
  • Obtain approval for resulting budgetary changes as needed (Sponsor)

AWARD CLOSE OUT

  • Notify the PI of the need for completion and submission of the final technical report
  • Review and submit final technical reports
  • Work with units on delinquent reports when notified by agency
  • Provide information on other closing reports, such as for patents and on equipment
  • Maintain the official Institution record
  • Review and provide guidance for completion of patent reports

Responsibilities

PI/PD

OSP – Post-Award

  • Understand requirements stated in award documents and applicable agency, federal, and University guidelines.
  • Conduct the project using the highest ethical standards
  • Review award for accuracy; notify OSP of needed changes
  • Conduct the program as described in the proposal and award notification
  • Manage the technical/programmatic aspects of the project
  • Assure regulatory compliance with University and sponsor policies
  • Understand and exercise fiscal control, ensuring that funds are spent appropriately
  • Ensure appropriateness and reasonableness of expenditures and determine if allowable
  • Manage expenditures within start and end dates, not to exceed the award amount
  • Initiate requests for re-budgeting, cost transfers,  time extensions, grant transfer
  • Provide technical liaison with the sponsor
  • Approve payment of subcontractor invoices
  • Monthly review of interim financial reports
  • Document cost share/matching funds if required (including review and approval of in-kind cost share)
  • Review and approve effort certifications
  • Prepare and submit technical reports as specified in the terms and conditions of the award.
  • Ensure regulatory compliance in the conduct of the project
  • Maintain records in accordance with university and sponsor regulations.
  • Complete all close-out and intellectual property requirements promptly
  • Provide guidance in interpreting University and agency guidelines and policies.
  • Maintain the University's official award record for sponsored projects.
  • Negotiate and accept award terms and conditions;
  • Certify to funding agencies that award expenditures comply with award financial terms and conditions, as well as University and agency policies
  • Ensure that the PI/PD has obtained all required certifications and assurances (regarding, for example, the use of animals or human subjects in research, biohazards, etc.)
  • Prepare Internal Notice of Award (INOA)
  • Prepare subcontracts related to sponsored programs
  • Secure audit certifications from intended recipients of subawards
  • Transactional review on all federal awards ensuring that all charges to sponsored projects are allowable, allocable and reasonable
  • Serve as a liaison between the university community and the external sponsor regarding non-fiscal grants management issues;
  • Coordinate the process of requesting budget revisions and no-cost extensions;
  • Process actions that require prior sponsor approval or those allowed by  expanded authorities
  • Monitor report submission
  • Coordinate overall non-fiscal grants management; and ensure university concurrence with federal regulations regarding non-fiscal compliance issues. (1) Provide expertise and training on post-award administration to the PI and to the University as a whole; and (2) Maintain award database
  • Maintain records in accordance with university and sponsor regulations.
  • Coordinate the close-out process of an award