Post Award Services

This award handbook has been developed for you to use throughout the life of the award from the initial steps to close out. Please use it to find quick answers to many commonly occurring issues and questions. On the following pages, you will find the Sponsored Program Award Management process that has been created for UVU employees.

 

 

Award Management

 

The primary purpose of award management is to oversee the funding that is awarded in a sponsored program. It begins at the signing of an agreement or accepting funds for a project, and continues through the period of performance and final reporting.

 

Award management is ensuring that activities are carried out within the scope outlined in the agreement with the sponsor on time and within budget. In general, successful sponsored program award management means that you have followed all the terms and conditions of the award.

 

As a Principal Investigator (PI)/Program Director (PD), you will be responsible for the following activities during the award's period of performance:

 

  • Submit all reports on time
  • Account for expenses and purchases
  • Accomplish the goals and objectives
  • Maintain documentation of all activities
  • Closeout and complete the sponsored program process

 

Please call or email the Office of Sponsored Programs (OSP) if you have additional questions, or need further information. We are here to help you be successful.

 

Grant Management Handbook

Post-Award Staff

 

Alex HartvigsenHeadshot of Alex Hartvigsen

Director of Post-Award Services - Office of Sponsored Programs

Office:   H1

Phone:   801-863-5685

E-mail:   [email protected]

 

 

Sarah MooreHeadshot of Sarah Moore

Accountant II Post Award Financial Services - Office of Sponsored Programs

Office:   H1

Phone:   801-863-4449

E-mail:   [email protected]

 

 

Patricia Mike
Headshot of Patricia Mike

Accountant II Post Award Financial Services - Office of Sponsored Programs

Office:   H1

Phone:   801-863-7221

E-mail:   [email protected]

 

TIPS FOR SUCCESSFUL GRANT AWARD MANAGEMENT

Key Documents
Quarterly Review
Hiring Personnel
Things to know
  • Read the handbook carefully
  • Review all key documents
    • Proposal
    • Program guidelines or Request for Proposal (RFP)
    • Award notification
    • Budget
    • Authorizing legislation
    • Any related information
  • Arrange a time to meet with the Director of Post-Award Services ([email protected]) to schedule the new award orientation meeting. This meeting will consist of the team responsible for implementing the sponsored program.
  • Complete and sign the OSP Conflict of Interest form. This must be done for each sponsored program and kept current throughout the life of the award. Please note that anyone working on the project who is responsible for the design, conduct, or reporting of the project must have a current OSP Conflict of Interest form on file regardless of the person’s employment title.
  • Understand the goals, objectives, activities, and any deliverables that are required for your sponsored program.
  • Inform your immediate supervisor and project staff of your role as the Principal Investigator/Project Director and their roles in the sponsored program project.
  • Plan to meet with the Grants Accounting Office (Troy James) quarterly to review your project. Use these meetings to discuss the progress of your project and ask questions.
  • Place key report dates and project deadlines on your calendar.
  • Make purchases as soon as possible after the budget has been approved. Use the index codes (G index) assigned for each grant. Contact the Director of Post-Award Services for budget questions and guidance.
  • Use UVU’s policies and job descriptions, as well as the job roles and descriptions described in the grant proposal, to hire project personnel.
    • Contact People & Culture if a position does not exist.
    • Understand which positions will need to be built into the University budget after the project ends.
  • Keep documentation of all project activities including: expenses charged to the grant (P-card and purchase orders), time and effort, travel, equipment location, in-kind, and consulting services. Sponsors will want project details at the end of the grant, and all activities and funding are open to audit.
  • Attend to all email messages from OSP. Get support and valuable information from this network of staff. Network and learn from other Principal Investigators.

 

THINGS TO KNOW…

 

  1. Do keep extensive records. Every important action should be captured in a written document and stored in an orderly, easily-retrievable format. Every aspect of the grant project should be fully documented: every purchase order, every training record, every supplemental contract, every memorandum, every phone call, every e-mail message, etc. Failing to keep these records can put you and the University at great risk during an audit.
  2. Do not miss a deadline. Missing a grant-related deadline always results in some negative consequence; often a very serious one. Remember that there are many deadlines and ways deadlines could change including revisions, hiring, updates, midyear, and end-of-year reports and evaluations. Understand and be aware of all deadlines and plan accordingly.
  3. Do expend grant funds before the end of the budget period; within the Period of Performance.  It’s surprising how easy it is to overspend. It can happen unless you monitor and keep close track of your budget and expenditures throughout the grant project.
  4. Do not misdirect funds. Using grant funds for personal use is illegal, however, that is not the only way to misspend funds. Expending funds in any way other than exactly the way described in the grant is considered a misdirection of funds, even if the purchase would otherwise be considered proper. Any changes to the budget will need to be brought to the OSP and Grants Accounting Offices, and approval by the funding source if necessary, before expending funding in a way other than what has been agreed to. Get verification from the funding source BEFORE you make any unauthorized purchases,
  5. Do not supplant funds. Supplanting is the illegal use of grant funds to pay for ongoing activities already budgeted or for the usual activities assigned to a position. This is unethical behavior in all circumstances. In the case of federal grants, it may also be unallowable and illegal.
  6. Do not double-dip. Double dipping occurs when you receive funding from two different sources for the same activity, potentially doubling the entitlement. Grant dollars would need to be used for the work over and above what they “normally” would be doing.