Check List for Managing Sponsored Projects
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
- If applicable, fill out the UNI Financial Conflicts of Interest and Commitment Reporting Form (PDF) and send a copy to RSP
- The federal government requires these forms be updated annually
- Review UNI’s Conflict of Interest Policy
Period Activity Pay (PAP) Forms
- Michele Mullings-Shand (3-6418) approves PAP's 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
- Recipients must account for income related to projects financed by the federal government
- Determine if sponsor dictates how program income will be used
Cost Transfers
- Must be completed within 90 days
- The cost transfer needs to be supported by sufficient written justification
Research
- Ensure all activities are in compliance with regulations and university requirements for research integrity, human subjects, and animals
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.