POST-AWARD GRANTS RESPONSIBILITY CHECKLIST
The Post-Award Grants & Contracts checklist will establish clear responsibilities and expectations between Post-Awards Grants & Contracts Office and the Principal Investigators (PI) to assure that all grants, contracts, or sponsored projects awarded to the University of Central Arkansas are maintained and monitored to ensure compliance with University policies and procedures as well as governmental and agency rules and regulations. The Post-Award Grants & Contracts checklist will establish clear responsibilities and expectations between Post-Awards Grants & Contracts Office and the Principal Investigators (PI) to assure that all grants, contracts, or sponsored projects awarded to the University of Central Arkansas are maintained and monitored to ensure compliance with University policies and procedures as well as governmental and agency rules and regulations.
The Post-Award Grants & Contracts Office is here to assist with provision of oversight, guidance, and general support to Principal Investigators (PI).
| Responsibilities | Post-Award Grants | Principal Investigator (PI) |
|---|---|---|
| Set up an award index. Sponsored Programs notifies Post-Award Grants & Contracts about awards, and the process begins to prepare a summary sheet and set-up an index. The index will be shared with the PI once it is set up. | ||
| Invoicing for the grant. The Post-Award Grants & Contracts Office will invoice the funders for the sponsored project. The PI may work with the Post-Award Grants & Contracts Office in providing information or reminders if needed. | ||
| Initiating spending. The PI should submit all required forms to initiate spending including Banner access, grant budget transfers, Personnel Action Form (PAF), waivers, hiring, and more. The PI should verify the appropriateness of expenditures as legitimate, allowable, and correct. The Post-Award Grants & Contracts Office will process those forms. | ||
| Compliance. The PI will be knowledgeable of the terms of the award, statutes, as well as university, state, and federal regulations in regards to the funds. The Post-Award Grants & Contracts Office will double check expenditures to make sure they are compliant. | ||
| Monitor expenditures. The PI and Post-Award Grants & Contracts Office will carefully monitor expenditures to ensure compliance with university policies and procedures as well as governmental and agency rules and regulations. | ||
| Financial reports. The Post-Award Grants & Contracts Office will complete all financial reports (quarterly, final, etc.). | ||
| Subaward monitoring. The Post-Award Grants & Contracts Office oversees awards that are issued to other entities through the University of Central Arkansas. | ||
| Grant close-out. At the end of a sponsored project the fund will be reviewed for any errors. During this process, if any unallowable expenses are discovered, the charges must be transferred to a department fund. Cost Sharing and Effort Reports will be verified and deficits need to be cleared. Additionally, any open encumbrances must be closed. |