The post award phase of research administration includes implementing the grant, monitoring expenses, reporting progress, billing, and completing the closeout process.
During this phase of the award life cycle, the research administration objectives are achieved through a collaborative effort between Principal Investigators, Departments, Office of Sponsored Research, Contracts and Grants Accounting (CGA), and often with a participation of many other internal and external contributors. To ensure effectiveness and efficiency of operations, as well as proper stewardship of federal funding, Uniform Guidance Sections 200.61 and 200.62 require that federal funding recipients establish and implement a system of internal controls that provide reasonable assurance that awards are being managed in compliance with Federal statutes, regulations, and terms and conditions of the awards.
Duties and Responsibilities
While departmental support staff may carry out many of the administrative responsibilities required by an award, the Principal Investigator is ultimately responsible for fulfilling these requirements. Principal Investigators and departmental staff work together on proper oversight of the operations of the award supported activities, adhere to the reporting standards, and ensure compliance with the requirements and budget restrictions applicable to their projects.
Contracts and Grants Accounting is responsible for support related to financial administration of contracts and grants, and for providing professional accounting and fiscal services. CGA duties include, but are not limited to: award and account setup in the Kuali Financial System, billing and letter of credit drawdown of funds and reconciliations, financial reporting, intercampus requests for reimbursement submittal and payments, payroll certification administration and support, cost sharing review and tracking, cash deposits and allocations, accounts receivable review and reconciliation, and award closeout. CGA also serves as a resource to the University’s research community providing guidance and advice on expenditure allowability, interpretation of policies and regulations, research administration training, proactive assistance with monitoring and managing sponsored projects activities, and audit coordination and support.
The duties and responsibilities of University faculty and staff involved in the administration of an award are outlined in the University policies and procedures, including Chapter 10, Section 10-300 through 10-350 of the UC Contract and Grant Manual, Contract and Grant Administration: Responsibilities and Duties, and in the UCOP Contract & Grant Administration Handbook.
Have a Question?
For help with the post award financial administration, please contact the CGA Accountant responsible for the specific award: