Listed below are internal forms used for post-award management for awards managed by the OSP. Please work with your assigned OSP Grant Officer to determine when forms need to be completed.
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Request Use of Unobligated Balance on a Fixed Price Contract Form
Rebudgeting Prior Approval Request Form
Cost Sharing Approval
PHS Assurance for Progress Reports and Prior Approval Requests
Project Digest: When a new award is issued, and when changes occur through the project period, the Office of Sponsored Programs issues a Project Digest to the Principal Investigator/Project Director, the Departmental Contact, the CGA Accountant, the Budget Office, and other stakeholders as applicable to communicate relevant information related to the award. The Project Digest packet is a synopsis of the award which includes contact information, the terms and conditions of the award, budget information, and other information necessary for award set-up, management, and compliance. While the Project Digest includes overview information, the Principal Investigator/Project Director should initially (and periodically thereafter) review all award terms and conditions included with the Project Digest so the project can be managed effectively and in accordance with sponsor regulations. Questions regarding the Project Digest or your award requirements should be referred to your OSP Grant Officer.
Allowable expenses: Allowable expenses on your award can be determined in the agency-specific award terms and conditions, and in OMB Uniform Guidance. Generally speaking, expenses must meet the following criteria to be allowable:
Reviewing my account: It is essential that Principal Investigators/Project Directors are aware of expenditure activity so they can properly plan for and manage their project. All Principal Investigators/Project Directors should have Banner access to their restricted account, and can view grant activity to date in the FRIGITD Screen. The assigned Grant Accountant in the Contract and Grant Accounting Office is also available to provide and help you interpret financial information.
Rebudgeting: When expenses don’t go as expected, it may be necessary to rebudget funds from one line to another. However, it is important to review the terms and conditions of your award so you can determine what, if any, restrictions for re-budgeting are imposed by the sponsor. Prior approval (before an expenditure occurs) may be necessary and can be submitted on your behalf from the OSP Grant Officer. Whether rebudgeting requires sponsor approval or not, a rebudgeting form should be submitted (under Post-Award Forms).
When would I need to issue a subaward? Generally, if substantive programmatic work is going to be performed by another institution or company, then NSU, through the Office of Sponsored Programs, will need to issue a subaward. The sponsor generally must provide approval for a subaward to be issued. The time to plan for this is at the proposal stage, to ensure subawards are sponsor approved and subaward costs are correctly budgeted.
How is a subaward issued? The Office of Sponsored Programs will work with the PI/PD to develop a subaward to the collaborating institution or organizations. If there are questions regarding the process, please contact your OSP Grant Officer.
Can a subaward be issued prior to NSU receiving its notice of award? No, the subaward can only be issued after the prime award to NSU has been fully executed/accepted.
If I discover that a subaward is needed that was not in the proposal, what should I do? In most circumstances, you will need to request prior approval from the sponsoring agency through the Office of Sponsored Programs. Please contact your OSP Grant Officer for assistance.
What are the PI/PD responsibilities for monitoring the subaward? During the life of the subaward, the PI/PD is responsible for monitoring the subrecipient. The OSP will work with you to complete the necessary documentation to develop a subrecipient risk assessment and monitoring plan when the subaward is issued. The following list provides a checklist of some of the activities that the PI/PD, or authorized designee, should be monitoring:
What if the scope of work needs revision or I need to make changes to the budget? You can amend the subaward by contacting your OSP Grant Officer. Some changes may require sponsor approval, depending on the terms and conditions of your award.
How does a subrecipient/subcontractor get paid? The subrecipient will need to issue an invoice in accordance with the terms of their Subaward Agreement. The invoice will be charged to the restricted sponsored program account and processed through Ariba as a check request in the Ariba system. The PI, or authorized designee, should review the invoice for completeness based on the work performed and the requirements of the subaward, before approving the invoice in Ariba. The PI’s approval in Ariba serves as his or her attestation that the subrecipient is meeting its responsibilities under the subaward, and that each invoice is correct and complete.
The OSP can provide a sample subrecipient invoice template.
Websites below provide links to the Office of Management and Budget (OMB) Uniform Guidance and links to federal agency-specific grant policies (not all inclusive).
National Fish and Wildlife Foundation Grant Information -http://www.nfwf.org/whatwedo/grants/recipients/Pages/home.aspx
National Institutes of Health (NIH) Grants Policy Statement - grants.nih.gov/grants/policy/policy.htm
National Oceanic and Atmospheric Administration Grant Policy -http://www.ago.noaa.gov/grants/policy.html
National Science Foundation (NSF) Award & Administration Guide -www.nsf.gov/bfa/dias/policy/
Office of Naval Research - www.onr.navy.mil/Contracts-Grants.aspx
OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (OMB Uniform Guidance) – https://www.federalregister.gov/articles/2013/12/26/2013-30465/uniform-administrative-requirements-cost-principles-and-audit-requirements-for-federal-awards
U.S. Department of Commerce (DOC) Grants and Cooperative Agreement Regulations - www.osec.doc.gov/
U.S. Department of Defense Grant and Agreement Regulations -www.dtic.mil/whs/directives/corres/html/321006r.htm
U.S. Department of Education Education Department General Administrative Regulations (EDGAR) - www2.ed.gov/policy/fund/reg/edgarReg/edgar.html
U.S. Department of Health & Human Services (DHHS) Grants Policy Information - http://www.hhs.gov/grants/grants/policies-regulations/index.html (DHHS Grants Policy Statement is accessible from this site)
U.S. Department of the Interior Policy and Regulations -www.doi.gov/archive/pam/financialassistance/resources/index.html
Research General Terms and Conditions -www.nsf.gov/awards/managing/rtc.jsp
U.S. Environmental Protection Agency Policy, Regulations and Guidancewww.epa.gov/ogd/grants/regulations.htm