Award management is the process also referred to as the post-award administration phase in the life cycle of an award.

Sound management of sponsored programs is critical in maintaining the public trust in research results and outcomes, research participants and how funds are spent. Various individuals and units at AUS need to work together throughout the lifecycle of an award to effectively manage sponsored awards.

The list below illustrates some of the primary responsibilities of the principal investigator (PI) and departmental finance-post award administrator once a project has been awarded to the university for the successful fiscal management of the award:

PRINCIPAL INVESTIGATOR

• Determines financial charges that are allocable to the project.
• Attests to the allowability and reasonableness of all expenditures when initiated.
• Initiates hiring/assignment of personnel working on the sponsored project.
• Responsible for the completion, accuracy and timeliness of all technical reports.
• Initiates and approves subcontract agreements and payments.
• Initiates requests for rebudgeting of costs on the project.
• Initiates and proposes resolution of any cost overrun occurring on the project.
• Ensures compliance with all applicable financial regulations by project personnel and reports instances of non-compliance to the Office of Research Services (ORS). 

POST-AWARD GRANT SPECIALIST

• Reviews financial transactions on sponsored programs to ensure that the transaction occurs within the project period.
• The cost of the transaction is reasonable.
• The transaction represents a reasonable allocation of the cost.
• Funds are available in the sponsored program to support the transaction.
• Prepares and/or approves financial, human resources and other documents for sponsored projects in the following areas
  • Cost sharing/matching.
  • Provides or maintains databases or files to support sponsored project activities.
  • Prepares documents and provides information for appointment of individuals to sponsored project(s).
• Processes financial transactions and reviews and analyzes Financial Reports for sponsored project(s)
• Assigns correct account codes, provides information and processes purchase documents.
• Prepares and initiates processing of cost sharing/matching documents.
• Prepares documents and provides information for rebudgeting (see Budget Change Request).
• Provides information and prepares documents to resolve project cost overruns Provides information for interim and final financial reports.
• Provides information for closing documents.
• Reports instances of financial noncompliance with applicable regulations to the Office of Research Services (ORS).

DEPARTMENT CHAIR

• Maintains local oversight for the allowability and reasonableness of all project expenditures.
• Oversees all rebudgeting activities on sponsored projects.
• Provides oversight on all aspects of program income.
• Provides oversight on the implementation of University policies and regulations at the unit level.
• Ensures financial compliance with regulations for a sponsored project within the department and reports instances of noncompliance to the Office of Research Services (ORS).

DEAN'S OFFICE (OR DESIGNEE)

• Approves source of cost sharing/matching funds.
• Identifies funds to cover project cost overruns.
• Provides guidance in sponsored project matters that cannot be resolved at the department level.
• Promotes compliance to University policy regarding research grants management.
• Investigates instances of financial noncompliance and reports discovered instances of noncompliance to the Office of Research Services (ORS).