The Office of Research Administration provides post-award support in the following
You will receive support throughout the life of your project:
Award Setup – establishment of project budget in Banner
Award Management – process and review budget revision requests, approve procurement
of federally funded equipment, review project expenditures, review cost share commitments,
address all questions and issues related to the financial administration of projects,
and obtain sponsor approval as needed.
Award Closeout – coordinate the submission of all required closeout documents
ORA works with Finance and Administration to establish your award budget in Banner.
The PI is assigned as the accountable officer on the funds and can designate other
approvers as appropriate.
No Cost Extensions
If unforeseen circumstances require the project end date to be extended, ORA will
negotiate with the sponsor. The PI should contact ORA well before the project end
date if an extension will be needed. The terms of the award agreement may specify
a date beyond which an extension cannot be granted.
In general, if an extension is anticipated, the PI should notify ORA at least 60 days
prior to the scheduled project end date. The PI should prepare a short justification
for making the request. If a significant percentage of the project funds remain unexpended,
a revised spending plan should also be submitted. Merely having funds unexpended is
generally not sufficient justification to extend the project.
Certain circumstances require ORA to contact the sponsor in order to receive approval,
for example, changes in key personnel, change in PI, change in scope of work, and
when award terms require an amendment to the award for budget modifications. Key personnel
changes include a PI leaving the university (whether leaving the grant with a Co-PI
or transferring the grant to the new university).
Accounting and Reporting
ORA prepares and submits all invoices and financial reports to sponsors on behalf
of the institution. The interval for billing and reporting will vary based on the
agency and the award terms and conditions. Invoicing and reporting for projects may
require PI coordination.
ORA is responsible for collecting revenue from sponsors. Often, interim and final
payments are contingent upon the complete and timely filing of technical reports.
The financial closeout of an award is the process at the end of a sponsored project
by which the university closes accounts in Banner and submits any required final invoices
and/or reports to the sponsor. An email notice informs investigators of any closing
awards 90/60/30 days before the sponsored project ends. Post-Award will contact investigators
at the end of a project to review the closeout checklist and assist with the closeout
All employees who receive salary support from sponsored projects must certify their
effort. Effort Certification provides assurance to sponsors that salaries charged
to sponsor projects are reasonable in relation to the work performed and that commitments
to sponsors have been met.
Effort reporting occurs 3 times annually (at the end of each semester, fall, spring,
Cost Accounting and Compliance
ORA also has responsibility for the following, some of which may involve different
points of contact on a less frequent basis: facilities and administrative (F&A) rate
proposal, sub-recipient monitoring, and various other internal and external reporting.