Check List for Managing Sponsored Projects

‌Check List (PDF)

Research & Sponsored Programs
Award Notification
  • Notify the Office of Research and Sponsored Programs (RSP) when you become aware that your grant or contract proposal has been approved for funding by the sponsor (email rsp@uni.edu)
  • Forward all original signature award documents with enclosures to RSP (mail code 0394) for processing
  • Double check to make sure you have a Proposal Form created and approved in Cayuse
Pre-Award Costs
  • Determine if you need to request a Provisional Account 
  • You will receive an account number to be used when making expenditures from your newly awarded project
Your Project: Review the Award Document When It Arrives
  • Review the timeline submitted in your proposal
  • Determine if you will be able to complete the Scope of Work as originally proposed
  • Make sure you understand the due dates and requirements for program reports
  • Contact Tolif Hunt for award modifications, if necessary (3-3025)
Budget
  • Make sure all faculty/staff involved in your grant have a copy of the budget
  • Refer to your budget when expending funds; some variations in major line items are allowed, others require sponsor permission (refer to the sponsor agreement or contact Tolif Hunt) 
  • When spending sponsored funds, keep in mind:
    • Is it allocable to your project?
    • Is it a reasonable purchase (price and necessary for the project)?
    • Is it consistent with UNI’s purchasing and accounting policies and procedures?
  • Determine if you need a budget revision as work on your project progresses
  • Ask RSP (Tolif Hunt) for assistance in revising your budget
  • Remember: UNI Works is where all of your award's financial information is. Cayuse is just informational.
Cost Sharing
  • Determine if you have cost sharing
  • PI/PDs are responsible for ensuring that monthly cost sharing transactions reports are submitted to RSP monthly - you will receive a report form from RSP for this purpose
  • Federal funds generally cannot match other federal funds
Conflict of Interest Policy
Period Activity Pay (PAP) Forms
  • Michele Mullings-Shand (3-6418) approves PAPs for all accounts with fund numbers 4001-4005 and 4099
Subawards
  • PI/PDs are responsible for monitoring sub recipients (financial and programmatic)
  • Chelle Adkins will prepare/process subaward documents
  • Subrecipients are subject to the same terms and conditions of the prime award
Purchasing Equipment or Supplies
  • Equipment is defined as items costing $5,000 or greater per unit; contact Michele Mullings-Shand if you are purchasing equipment
  • Supplies must be purchased so they are consumed within the duration of the grant and are used to benefit the project
Hiring Staff, Graduate Students and Tuition
  • Consult with your department secretary or department head for procedures on hiring someone for your grant
  • Are you going to pay students or tuition? Visit with Michele Mullings-Shand (3-6418)
No Cost Extensions
  • Determine if you will need a no cost extension at least 60 days prior to the ending date of the project
  • Contact Chelle Adkins if you think you will need more time to do your project
Travel
  • Travel must follow UNI’s established travel policies
  • Travel outside the United States may need sponsor approval - review your award document
  • Travel is obligated to a funding source when it is taken, not when it is paid
Effort Reporting

Keeps track of the percentage of time contributed to a project; is certified after every academic term (Fall, Spring, Summer) for faculty and twice per year (January and July for twelve month employees) 

  • No one can be paid more than 100% of her/his time unless approved for special compensation
Program Income
Cost Transfers
  • Must be completed within 90 days
  • The cost transfer needs to be supported by sufficient written justification
Research
Close out
  • Know the date you must complete your project
  • Know the date you must have all final financial paperwork to RSP
  • Know the date you must have all final program reports to the sponsor
Remember:

You can find your award and amendment documents, the official budget, subaward information, and much more in
your Cayuse Award Form. Call RSP if you need help navigating Cayuse.