Research Award Management Process Overview
This document outlines the post-award cycle for December 2021, starting from award notification to sponsor reporting requirements and close-out procedures. It covers the responsibilities of fiscal officers and principal investigators, including account setup, expenditure monitoring, payroll processing, and effort report certification. The process involves collaboration between various stakeholders such as BGC, SPS, and DEPT staff to ensure compliance and efficient management of research awards.
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POST AWARD CYCLE DECEMBER 2021
AWARD NOTIFICATION ACCOUNT SET UP FO is Assigned by the BGC FO Coordinates initial and future meetings with the PI FO Sets up FILE to include the Budget, Narrative, and other pertinent documents Pre award account request is submitted by the fiscal officer when needed. Documentation of award intent needs to be provided by the Principal Investigator (PI) SPS sends notification of award to the PI and to the Business and Grant Management Center (BGC) email BGC staff forwards the email notification to the Associate Dean for Research and Administrative Assistant, and the appropriate Department Admin (DEPT) A new account number (KFS) is assigned, or renewed depending on the project, BY SPS and approved by the Fiscal Officer (FO)
RESPONSIBILITIES FISCAL OFFICER Monitors & approves expenditures Provides monthly status report to Pi Initiates and processes or assigns payroll funding changes Faculty, Staff & Research Assistants (BGC Staff) Graduate assistants, Post Docs & Special Payroll (SPAR) (DEPT Staff) Initiates and processes or assigns cost transfers with input from the PI Initiates and processes or assigns re-budget requests with sponsor approval obtained by the PI or by sps through receipt of the re-budget request web form PRINCIPAL INVESTIGATOR Monitors bi-weekly and monthly report for expenditure accuracy Reports any budgetary changes and/or issues to the FO Certifies Effort Reports
Reports are released by SPS for certification by the PI three times per year BGS Staff completes initial review and releases the report to the PI EFFORT REPORT CERTIFICATION FO works with the PI to resolve questions and issues PI Certifies the report and returns to the BGS staff administrator (unless returned to SPS for corrections due to a commitment change) BGS Staff completes final review with FO and releases to SPS
SPONSOR REPORTS/REQUIREMENTS Varies by Sponsor/Project requirements and is completed through collaboration with the PI, FO and SPS. This may include: Mid Cycle Reports Annual REPORTS if multi-year project At the end of the project REPORTS Ad Hoc Reports as needed
CLOSE OUT Upon review, adjustment, and approval of final expenses by the PI, the close out process is completed by SPS FOR MORE INFORMATION CONTACT: Dan Stolzenberg Andrea Tetrault Pre Award Grant Manager Post Award Grant Manager
