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STEP 5: Manage Your Award

grants management imageYou’ve been funded… Now what?

Upon receiving a notice of award (NOA), the Office of Sponsored Programs will review it and work with the principal investigator (PI) to schedule a New Award Kick-Off Meeting. This meeting will pull together an award management team comprised of all the necessary faculty & staff needed to ensure the grant funds are administered successfully. At this meeting, the PI will receive important award management tools and learn about their post-award management responsibilities. 

New Award Kick-Off Meeting Participants, Roles & Responsibilities

PARTICIPANT ROLE RESPONSIBILITY
You                                    Principal Investigator Coordination & implementation of the project
Aidana Lira Sponsored Programs Award Agreements, Compliance & Reporting
Vince Ceja Senior Grants Accountant       Financial management & reporting for grants
Elaine Biehn Accounts Payable  Processing expenses

 

additional participants in the kick-off meeting could include:

  • VP, Dean, or Dept. Chair to support the PI and represent a broader institutional interest in the project
  • Grants Administrator to share the Pre-Award Details important for the management of the grant
  • Department administrative support staff who will have a role in handling expenses or management of award
  • Payroll, HR, Student Accounts, or other departments that may need to be involved due to specific relevant expense categories included in the grant
  • Others identified by the Office of Sponsored Programs or the Principle Investigator

Kick-Off Meeting Meeting Topics

  • Account Set-up Procedures & Questions
  • S: Drive Electronic Grant Folder Access & Orientation
  • Discuss grant budget & coordinate with the Senior Grant Accountant to finalize the grant budget
  • Guidance for the handling of invoices/reimbursements, personnel changes, student payouts, other expenses
  • Instructions for budget monitoring and reconciliation
  • Compliance Topics
  • Financial Reporting
  • Non-financial Reporting

Resources for Managing Your Award