New Award Checklist
Now that you’ve received your award and grant index number, what’s next?
- Know the Requirements - Review the award documents, terms and conditions of the award, agency requirements and other regulatory guidance, such as the Office of Management and Budget (OMB) Circulars 2 CFR Part 200 (Cost Principles) and A-110 (Uniform Administrative Requirements), pertaining to your award. Contact Sponsored Projects Services (SPS) for questions regarding University of Oregon (UO) and sponsor requirements.
- Note Important Dates - Note the beginning and end dates of the award, as well as the programmatic/technical reporting and deliverable requirements.
- Human Resources Planning - Determine what type of employees you have planned and if they are identified yet. If so, work with your department to prepare the proper HR forms. Review existing personnel to see if salary reallocations need to be completed.
- Are there Sub-Agreements? If so, confirm the details of the subaward and complete a Request for New Subagreement form. You will need to confirm the budget and subawardee scope of work or include revised documents with the request form. You may also include a schedule of reports you will need from the subawardee.
- Is there Cost Share/Match Obligated for the Project? If so, refer to Cost Share Reporting and Documentation for additional information.
- Will there be Program Income Received for the Award? If so, refer to Program Income for additional information.
- Familiarize yourself with UO and sponsor travel regulations.
- Find out from your Department Grant Administrator (DGA) or departmental administration person what your department/center’s process is for creating requisitions and processing procurement documents.
- If independent consultants are involved, finalize the scope of work and other details and initiate the contracting process.
- If you have a large purchase budgeted (such as equipment), verify with your department or Purchasing whether it will need to go out for bids or can be sole sourced.
- Understand any budget revision restrictions on the award funds. Discuss budget revisions with your DGA and/or SPS Post Award Sponsored Projects Administrator (SPA) to determine if sponsor approval is required.
- All expenditures must be in accordance with UO and sponsor requirements. For federal awards (directly awarded or via a subaward from another institution) this includes OMB Circular 2 CFR Part 200: Cost Principles for Educational Institutions.
- No grant/contract funds will be released if an Institutional Animal Care and Use Committee (IACUC) approval or Institutional Review Board (IRB) protocol for human subjects is required but not current.
- Review expenditures that might have been charged to general funds while waiting for this project to be awarded and set up.
During the grant
- Talk/meet often with your DGA.
- Authorize expenditures on the award, ensuring compliance with award terms and applicable regulatory guidance, such as OMB Circular 2 CFR Part 200: Cost Principles for Educational Institutions.
- Utilize available resources on UO websites for policies and procedures. Procurement, travel and property information may be found at the University of Oregon Business Affairs website.
- Renew your Institutional Animal Care and Use Committee (IACUC) or Institutional Review Board (IRB) protocol, as required.
- Monitor expenditures and alert your Post Award SPA if formal budget revisions will be needed.
- Review and approve Activity Reports reflecting personnel effort paid by the project. Additional information regarding effort certification requirements may be found in the Activity Reporting System section.
- Plan ahead if budget changes or an extension of the project period is needed. Sponsors often have deadlines for accepting these if prior approval is required.
- If expenditure corrections become necessary, complete cost transfers within ninety (90) days and review the Cost Transfers policy for requirements.
- Backup your data and keep it in a safe, remote location.
- Monitor subawardees for both programmatic/technical and financial progress. See Sub-Recipient Monitoring for additional guidance.
- Write another proposal, if needed, to continue the work. Plan up to 9 months ahead.
As the project ends
- Monitor salary obligations, including ensuring vacation and bonus leave liabilities are exhausted, if possible, prior to the grant/contract expiring
- Make plans, if appropriate, for personnel to be moved to a new project on which they will be working.
- Ensure all travel has been completed and reimbursed.
- Liquidate or move any purchase orders that will not be completed as of the termination date of the project.
- Ensure that your collaborators/subs have completed their scope of work and have invoiced the UO within their time frame.
- Stop all spending against this project by the end date.
- Equipment or large ticket items will require special approval within the last sixty (60) days of a project. A justification should be addressed to the Post Award SPA for review. Reasonable justification would include failure of current items critical to the completion of the project or final reporting requirements or that the project is on-going (i.e. sponsor requires a new fund every period but the project is continuing)
- Notify the Institutional Animal Care and Use Committee (IACUC) or Institutional Review Board (IRB) that project is completed.
- Complete the final programmatic/technical report and deliverables on time.
- Enjoy and get ready to publish your results.
Sponosored Projects Services
August 20 2008