If you have received notice from a foundation or federal agency that your proposal has been funded, you can find important information on these pages about what to do once that good news message arrives in your mailbox. As Project Director (PD) or Principal Investigator (PI), you are responsible for carrying out the activities you included in your proposal.
REMEMBER, the funding source has agreed to fund the activities you submitted in your proposal. You may not make significant changes to those activities without the funder's permission.
Step 1
Call the Academic Research and Sponsored Projects
Office and let the Director know that you received an award notice.
You may be asked to send a copy of the letter with the Conditions
of Award to the Director. She will develop a file for your project,
notify the Comptroller that the award has been made, and provide
the Comptroller with the appropriate information so that a budget
can be set up. If you are a first-time PD/PI, the Director may ask
you to meet with her to discuss what obligations you have in carrying
out the grant award requirements.
Step 2
Make an appointment to meet with the Grants Accountant in the Finance Office. She will go through the financial steps to help you set up a restricted account so that you can expend funds for the project. She will also tell you how to access your financial records from the central file.
Step 3
Create a timeline for submission of reports. The Conditions of Award that you received when the award notice arrived will tell you at what points in the project period you must submit reports: these reports may be financial, performance, interim, or final reports.
The Finance Office submits financial reports. As Project Director, you must monitor all other reports and see that they are received by the due dates indicated in the Conditions of Award notice. Increasingly, reports are submitted online, or electronically. If you have never done this before, you should review the procedures well before the due date so that you are prepared to submit the report on time.
Step 4
Make sure you send the Academic Research and Sponsored Projects
Office a copy of all reports (except financial) so that an audit-ready
file can be maintained. Please do this even for electronically submitted
reports. This final step is required by university policy. Failure
to comply with this step may prevent university support of your
future proposal submissions.
Step 5
Take time to read the close out procedures in the manual - doing so now may save you time and trouble when the project ends. |
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