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Oversight and Guidance for all Sponsored Projects

Post-award administrators play an integral role in successfully performing funded research projects by offering expertise in financial accounting and contract administration and serving as liaisons with academic departments and sponsors, the pre-award office, the Controller’s Office, and the Purchasing Department.

New Award Set-up

After the pre-award phase is completed, the Pre-Award department sends over a Request for Fund and Index form. We then set up the account in Banner, apply the budget, then send you your grant information. HAPPY SPENDING!

INDEX

Index is a 6-digit code that ties your FOAP together. Entering this will automatically generate your Fund and Organization codes.

FOAP

The Fund, Organization, Account, and ÐßÐßÊÓƵ (FOAP) codes are required elements of a coding sequence in Banner.

• F = Fund (6 digits) Different types of dollars within the University.
  Key series of numbers for operating, grants, endowments, plant funds, restricted, agency and student club accounts.
• O = Org (6 digits) Organization in the University.
  Key series of numbers to use for operating budgets. Org refers to a department, division or any other sub-department structure within the University.
• A = Account (6 digits) Asset, liability, revenue, expense; transfer codes are used to process transactions.
  Code for describing type of revenue or expense
• P = ÐßÐßÊÓƵ (3 digits) Standard NACUBO revenue/expense coding structure.
  This is set to default to the fund and orgs. End users do not need to know this particular series of numbers.

Budget Management

We support researchers and department contacts with expenditures and budget monitoring for their diverse awards. We also review and approve requests for budget changes to funding agencies, according to the terms and conditions of the grant.

Budget changes must be pre-authorized; budget changes will not be processed if the request was not pre-authorized. All budget adjustments will be subjected to sponsor approval before being executed by Post Award.

Grant Billing

Includes invoicing sponsors, federal drawdown and follow-up on collections of past due invoices depending on where your grant is sponsored from. The time frame of the billing to sponsors depends on what is stated in the grant terms.

Financial Reporting

Depending on the sponsor, Post Award prepares ALL financial reports. All financial reports MUST be prepared by our department before being submitted to the sponsor.

Ensuring Compliance With all Applicable Federal and State Rules and Regulations

• Provide guidance on allowability and allocability based on our knowledge of the sponsors, OMB Uniform Guidance and University policies.
• Ensuring all expenditures are within not only the sponsor’s guidelines, but also follow the Federal/State guidelines.
• Ensure expenditures are reasonable, allowable and allocable.

Award Closeout

Post Award closeout process usually starts 60 days before the end of your grant. We will notify the PI within those 60 days to inform them that close-out is approaching.

If the PI knows before or after the 60 days that they would like an extension, we will notify Pre-Award for them to execute the extension. If the PI finishes expending grant funds before those 60 days and is ready for closeout, please contact Post Award and we will notify the sponsor to start the closeout process.

Once all the encumbrances are paid, the close-out document sent, deliverables met, and we have received all funds, the account is then closed.

If any funds need to be returned to the sponsor, post-award executes the process. If equipment is to be returned to the sponsor, we will work closely with you to get the equipment returned.