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Post-Award Services

Post-award administration is the term used for all grants management activities after an award is received. This includes the initial authority to spend the grant money through the fiscal closeout and final reports at the end of the grant period. Post-award services provided by GCA include:

  • Oversight and guidance for post-award on all sponsored projects
  • New award set-up and kickoff meetings
  • Management of award and budget
  • Reporting requirements
  • Fulfillment of contract terms and regulatory requirements
  • Ensuring compliance with all applicable federal and state rules and regulations of sponsored projects
  • Award closeout

For questions regarding post-award services please, contact our Associate Director of Post-Award.

FAQs

I have been named as Project Director/Principal Investigator for a new grant. What should I do next? 

The Grants and Contracts staff is committed to supporting each Project Director/Principal Investigator in their efforts to achieve their grant goals. Please contact Grants and Contracts at grants@ung.edu at any time if you have a question regarding the implementation of your project. After we receive formal notification of a new grant award, we will contact you to schedule a grant kickoff meeting. Members of the project staff, Grants and Contracts staff, and staff from other applicable departments will be in attendance. During this meeting, the highlights of the grant, including the objectives, reporting and budget requirements, activity implementation, and university grant management protocols will be reviewed. The goal of this first meeting is to clearly define the responsibilities and expectations (of both the funder and the university) associated with the management of the grant.

What is the single most important thing I should do as a new project director?

Please be familiar with your approved grant proposal. Your proposal is your blueprint of what you should do, when it needs to be done, who is responsible for it, and what you should accomplish. 

How do I know what is allowable under a grant?

Every grant award has a unique set of requirements and regulations. The best place to get started is to look at your approved proposal. If your proposal does not clearly state that you can do or purchase something, please don’t assume it is allowable. Please contact Grants and Contracts at grants@ung.edu for guidance. Our staff is knowledgeable about the public and private rules, regulations, policies and procedures that govern contact and grant awards. Please remember that because it’s a grant, it doesn’t mean that it is exempt from UNG policies and procedures.

How should I respond to a funding sponsor asking for information about my grant?

Before you respond to any inquiry, please contact us. We can often help “decode” what the funding sponsor is seeking and help draft a response with the most current information. 

What are the reporting requirements related to my grant?

Because every contract and grant award is different, funding sponsors will have different reporting requirements. However, the reporting process for all grants is coordinated and submitted by the college.  The UNG Business Office will process and submit all financial reports. The Principal Investigator/Project Director is responsible for technical/program reporting.

How often do PIs need to do grant budget requests?

At least once each Fiscal Year in which the grant exists.  You may amend the budgets at any time during the FY year.

How can other expenses get moved to the correct grant number?

Contact Grants and Contracts for assistance to amend your grant budget.

When filling out a check request, travel expense form, PAF for payroll, P-Card charge, etc., may I just list the grant number?

  • The entire chart field is required for all grants.  Each grant has a unique combination of numbers and all are needed for processing any charge.  If you have a grant that ended, and you now have a new grant; please be sure that the new chart field is used.  Your new grant likely has a different department number and grant number than your previous grant had.
  • The principal investigator (individual responsible for the funds in a project) has the responsibility to ensure that proper documentation procedures are followed for projects that he/she controls and that only authorized expenditures are charged to a project. 
  • Contracts and grants must follow all state appropriated fund guidelines, sponsor specific terms, and conditions noted in the award documents; all state travel policy applies to grants that allow travel expenses.  The exception is if the grant specifically stated (for example), “The PI travels outside of normal teaching time to high-schools to recruit students for this program. This is private grant allows for full mileage reimbursement.”  A statement like this must be in the actual grant contract.
  • Another example might be if a Federal or Federal flow-through sponsor that specifically allows for the payment of travel expenses at a Federal per diem rate, or allowances for food costs for seminars or workshops associated with the objectives of the award.  In addition, UNG is tax exempt.

Where is the federally approved agreement that governs Indirect Cost (IDC) rates for federal grant and contract awards to the university?

We have provided a PDF of the indirect cost agreement. If you have additional questions about this agreement, please contact us.

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