If the Grant is Awarded

The Principal Investigator:

• Provides Financial Services a copy of the award letter. If signature of acceptance is required, traditionally the VP of Business Affairs should sign; however, the Provost or President may sign on behalf of the University.
• Coordinates the use of departmental resources and release time arrangements with appropriate Dean or Department Head.
• Submits any grantor approved budget changes to the appropriate Vice President, Provost, or Director who will then provide written notification to the Financial Services Office of such changes.
• Requests approval of changes in program personnel from the Provost (or other Vice President, or President, as appropriate) and seeks written approval of the changes from the grantor. Forwards correspondence from grantor to the Provost (or other Vice President, or President, as appropriate) and to the Office of Financial Services.
• Prepares reports as required by grant guidelines.
  • Completes progress reports, final reports, and requests for renewal funding at least 15 days prior to due date.
  • Submits quarterly personnel Activity Reports for federally sponsored programs that include payroll costs 45 days after the end of the quarter.
• Incorporates financial reports as completed by the Financial Services Office.
• Makes the designated number of copies and forwards to the Financial Services Office.

The Financial Services Office:

• Submits the GS-7 form to the Office of State Budget within 14 days of receiving project award notice, if project is less than $200,000.
• Sends Funding Verification form to grantor, as appropriate.
• Sets up budget and circulates budget codes.
• Notifies the Principal Investigator of the specific requirements of the Activity Reports for federal programs with personnel services expenditures.
• Sends Notification of Grant Award forms to Human Resources, Accounting, Purchasing, and Public and Community Affairs.
• Verifies all purchase orders, requisitions, travel requests, release time, and personnel services expenditures to ensure adherence to budget.
• Verifies report schedules with Principal Investigator; sends reminders 30 days prior to due date.
• Completes all financial reports and ensures submission of accurate Activity Reports in a timely manner.
• Monitors budget until all funds are received and the project is complete.
• Verifies all reports and is responsible for forwarding reports to the grantor at least 10 days prior to the due date.