Once your new award has been given an account number, your Post-Award Administration will contact you and review your account for the following:
New Account Review
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Receive individual spreadsheet ledger for each study
- Review Notice of Grant Award
- Review PADR
- Check start and end dates
- Check budget, tuition, equipment, F&A for accuracy
- Check for pre-award costs
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Familiarize the project's cost share and subaward/subcontracts
- Review subaward/subcontract
- Note PO and invoice information on ledger
- Track invoices with reconciliation
- Familiarize with RA, FA
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Schedule meeting w/PI to familiarize PI with:
- Review Cost Share Information Form (CSIF)
- Has a commitment been made on the grant
- Which expenses are required as cost share
- How will the expenses be recorded
- Review provisions and restrictions
- Notify Co-I's department of award and their responsibility related to the grant
- Review PADR remarks for specific reporting requirements or instructions to the department
- OSPA-RA
- How will the expenses be reported
- How will the expenses be funded
- Develop process for providing any required documentation, milestone, or cost share information to the PI
- Grant Services personnel and contact information
- PADR
- budget
- personnel
- equipment
- cost share
- SPA-FA
- Monthly Ledger
- SPA monthly reports
- alerting the PI and Dept. of any items specifically identified as a department responsibility
- make sure if budget is cut, the amount to cost share has been cut in proportion to the budget cut
- Verify items are listed on the SAP GMGRANTD cost share tab
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Account Maintenance
- Ensure justification for all payroll retroactive adjustments are documented and maintained for each account
- Monitor NSF 2-month rule
- Review Payroll
- Ensure annual Progress Report is completed and that payrolls are charged appropriately as of the date of the progress report
- Review Financial Reports or invoices from SPA for correctness
- Review non-competing Notice of Grant Award for budget changes and any restrictions or changes
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Non-competing renewal - complete budget and Internal Approval forms
- Check GMAVCOVRW for CAS items, zero budget sponsored class(es), budget overages per sponsored class (including F&A) as well as overall budget review for under-expenditure and no expenditure
- Verify all expenses posted in SAP are accurate and investigate any expected expenses that are missing
- Follow up on any JVs not posting in a timely manner
- SPA generally maintains a 10 day turnaround for JVs
- Initiate any required cost transfers as soon as errors are identified
- Complete budget revisions as needed for budget overages
- Maintain electronic & paper record retention according to UG and University policy
- Send monthly ledger and labor reports to PI's
- Maintain all source documentation for each grant including receipts for travel, procrad edits, JVs, reconciliation record
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Review expenses
- Order budgeted equipment as soon as possible
- Reconcile grants monthly
- Reconcile to SAP & BW
- Run ALN screen per WBS element
- Run BW PI Exec. Summary Report
- Review for payroll, errors
- Ensure payroll cost distributions and DOE's are revised in a timely manner so payroll will charge correctly
- Ask PI if all personnel working on the project have salary charging to the project
- Monitor Graduate Student issues - salary funded from grant, tuition, frequent changes
Who to Contact:
Post-Award Administration
For all questions after your proposal has been awarded, the Post-Award Administration Staff is responsible for managing proposals that have been funded by a sponsoring agency.
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