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Award Management Process

ÌýThe Post-Award Management team works closely with faculty and department business office staff to ensure financial compliance and proper accounting of externally sponsored funds. The team’s financial management responsibilities include account set-up, financial reporting, award closeouts, cash management, audits, and reviews.

The team analyzes and interprets agreements and related documentation for new sponsored projects and gift accounts to ensure their setup is correctly structured for billing and reporting requirements; is coded correctly to ensure accurate reporting of financial activity; and is thoroughly compliant with University and sponsor parameters.Ìý

We also create account cost-sharing, settlement rules and budget entries using advanced understanding of compliance issues regarding federal, state and University rules and regulations. This includes line-item variances between budget versus actual expenditures to ensure compliance with sponsor’s regulations.

To successfully manage an award and be compliant, the PI and department administrator need to:

  • Ensure personnel on the project understand their responsibilities.
  • Abide by the terms and conditions of the award (approved scope of work and budget, required prior approvals, reporting, and publication rights).
  • Understand the sponsor’s and university’s policies.
  • Use Cayuse to route sub-award documents to other institutions.
  • If the award is funded under multi-campus, provide an approved internal budget to create an internal award notification for the child account.
  • Ensure charges to grants benefit the award. It is inappropriate to average the costs of research supplies across all the principal investigator’s grants, without considering supply usage. University audits ensure consistent treatment of costs across the institution.
  • Items included in indirect cost base cannot charge directly to the award under direct cost. There may be exceptions with prior approval within the proposal application.

ACCOUNT SET-UP

Sponsored program accounts are set up upon receipt of a fully executed contract or award letter from a sponsor. The IRIS system generates an automatic e-mail to the PI and the Department Administrator alerting them of the WBS account number.

Under multi-campus funding, each campus is responsible for setting up their child account under the primary campus’ account. The child account is assigned to the responsible PI affiliated with the internal award.

ADVANCE ACCOUNT

An advance account allows PIs to initiate activity and begin incurring expenses prior to institutional acceptance of an award. The decision to begin incurring charges must be made based on the evaluation of the PI and department. If the proposal is not funded by the sponsor, then any charges to an advance account are the responsibility of the PI and the department, and all charges will be transferred to a non-sponsored program account.
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TO REQUEST AN ADVANCE ACCOUNT: complete the , including approval signatures from the department head and Dean.
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Note: if the funds contain PHS, DHHS, or NIH funding either direct or indirectly, the process may be delayed until we receive official confirmation of Financial Conflict of Interest compliance.

REBUDGETING

Rebudgeting is the transfer of funds from one budget line to another. Rules for how and if the original project budget may be revised are detailed in each sponsor’s regulations and/or in the terms and conditions for an award.
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Informal rebudgeting occurs when actual expenditures exceed or fall short of the allocated amount in a GL code or when actual expenditures occur in a GL code that has no budget allocation. If no prior approval is necessary, formal rebudgeting is requested to assist in budget management.
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Note: ÌýRebudgeting may affect Facilities and Administrative (F&A) Costs.
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To request rebudgeting of funds on an award or contract agreement:
  1. Determine if the sponsor allows rebudgeting and if prior approval is necessary. If the sponsor requires prior approval for rebudgeting that exceeds a certain percentage, you must monitor all budget reallocation to ensure not to exceed this limit in a single budget period.Ìý
  2. If sponsor approval is necessary, forward an official request letter with detailed justification for the proposed change and an R&R budget form with justification to the Office of Sponsored Programs
  3. If no sponsor approval is necessary, complete the budget reallocation form and email it to the assigned analyst in the Office of Sponsored Programs.

COST TRANSFERS

A cost transfer - a reallocation of costs after a transaction has occurred - is necessary for properly allocating multi-business unit expenses, or for correcting clerical/bookkeeping errors.
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Cost transfers are not appropriate for spending out an unused award budget, covering cost overruns, avoiding restrictions, or other reasons of convenience.
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Documentation required for correcting entries includes: (1) justification for the transfer; (2) proof the charge is allowable and benefits the award within the availability period; (3) appropriate approvals; (4) explanation of how any errors will be avoided in the future.
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Shifting previously incurred costs from one account to another is a top audit risk for sponsored awards. Review Cost Transfer Policies and the Cost Transfer Explanation Form:Ìý
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COST SHARING

When a portion of award costs are paid by an entity other than the sponsor, this is known as cost sharing or matching.
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Mandatory cost sharing is a contribution required by the sponsoring agency. These funds require tracking and reporting by the university.
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Voluntary committed cost share is not required by the sponsor, but is included voluntarily in the university's proposal to the sponsor. The university is obligated to meet the cost-sharing amount, once the sponsor has accepted the proposed cost share. These funds require tracking and reportingÌý by the university.
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Voluntary uncommitted cost share is a contribution to a sponsored award that is neither required by the sponsor nor implied in the proposal. These funds do not require tracking or reporting to the sponsor.
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If cost share requirements fail to meet expectations, the sponsoring agency may require that we return sponsor funds.Ìý
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Cost Sharing Policy
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Uniform Guidance 200
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