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Grants and Contracts Administration

Grants & Contracts Administration (GCA), a unit of the Office of Research & Engagement, is responsible for pre- and post-award functions of the university for awards with public funding (federal, state and local governments) and public funding that is flowed through private organizations.  GCA advances the excellence of research, scholarship and creative activity across all campuses by assisting in proposal development and providing central services in grants and contracts management and compliance.

Post-Award Services

Services Provided

Grants and Contracts Staff

  • Lourdes Bastas
  • Chris Jackson
  • Kelly Millsaps

Frequently Asked Questions

Grant Development

Is it necessary to work with the Grants and Contracts staff in order to submit a grant proposal?

Yes. Grants and Contracts serves as the point-of-contact for UNG grant-seeking efforts. The team assists you in evaluating grant opportunities, assessing the likelihood of success, coordinating proposal development, and helping ensure that institutional approval for submission of grant proposals is obtained. In addition, the Grants and Contracts staff has specific expertise that will increase the competitiveness of grant proposals. The staff has successful experience in helping develop federal, state, foundation and corporate grant proposals.

I have a concept for a grant. What do I do next?

Please start by discussing the concept with your department head and dean or supervisor. Then, please contact Grants and Contracts at We will assist you with submitting your proposal and the requirements to help ensure institutional approval.

Why does a grant proposal require institutional approval?

Since a grant award is a legal obligation and commitment by UNG, due diligence is needed to ensure that appropriate individuals are aware of and approve of a grant proposal before it is developed and submitted to the funder. The University System of Georgia (USG) is legally responsible for all grant expenditures. A number of issues may be considered during the approval process, including the likelihood of funding, ability to charge indirect costs, alignment with the university’s strategic goals, availability of matching funds, and requirements to sustain the project after the funding ends. Grants and Contracts will assist you by routing the UNG Grant Proposal Fact Sheet and Sign-Off form, aka the blue sheet, to secure internal approval before the proposal is submitted.

I just found out about a grant that is due in a few weeks. Can UNG submit a proposal?

Please contact your department head/dean/supervisor and Grants and Contracts as soon as possible to review the grant opportunity. Some of the most promising grant opportunities often have the shortest time constraints. Although some grant proposals can be developed in this short time frame, many proposals, including major federal grant proposals, often require weeks of planning and development in order to produce a competitive proposal. You are encouraged to contact Grants and Contracts ( early in the grant development process.

I have been asked to partner on a grant proposal submitted by another organization and/or to provide a letter of commitment for another applicant’s grant proposal. Do I need to contact Grants and Contracts?

Yes. All grant-related items are processed through Grants and Contracts. If you’ve been asked to partner on a grant or provide a letter of support/commitment, please contact your department head/dean/supervisor and the Grants and Contracts staff as soon as possible for assistance. Please be prepared to answer questions regarding the role that UNG would play in the project. Please do not commit the college to any activity without checking with your department head/dean/supervisor and Grants and Contracts. Grants and Contracts staff can assist with the preparation and submission of a letter and other required documents for a collaborative proposal.

How long does it take to learn about whether a grant has been accepted for funding?

It depends on the funding source and can range from 2 weeks to 12 months. It often takes around 6 months to learn about federal awards.

Still have questions about Grant Development? 

Please contact Grants and Contracts at

Contracts and Grant Management

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 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 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.

For any post-award questions, please email the Grants and Contracts Administration department at

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