Receiving and Managing an Award

Receiving an Award

Congratulations, your proposal was awarded!  After the notice of award is received, the official agreement will be sent to the University for review. The agreement can come in the form of a contract, cooperative agreement or another document. The full terms and conditions of the award should be examined by the PI and other relevant University offices such as the Office of Sponsored Programs, Office of Risk Management and the Purchasing and Business Office to identify any contract language that is not clear or could be potentially problematic.

All required budget revision should be completed in coordination with the Office of Sponsored Programs and the Business Office.  Budget revisions should also be discussed with the proposal team to determine if budget adjustments will require modifications to the scope of work.

The agreement will be routed for signature through the Purchasing Office, gaining approval from the relevant University departments and then signed by an authorized signer of the University.  A copy of the fully executed agreement will be returned to the Sponsor.  Copies of the fully-executed agreement will be on file in the Office of Sponsored Programs, the Business Office and with the PI.

Next, the project PI should complete the REQUEST TO ADD NEW FOAPAL form to set up a new accounting code and submit to the Grants Accountant in the Business Office.

Business Office Contact:
Juliana Cox, Grant Accountant

(906) 635-2591

Managing an Award

Project PI’s are responsible for the implementation of project tasks and deliverables as outlined in the agreement.  The project PI should maintain ongoing communication with the Office of Sponsored Programs and the Business Office throughout the project period.

Managing Award
WhoAward Management Task
Office of Sponsored ProgramsMaintains central database of all University grants and contracts

Coordinates with project PI/PD and Grants Accountant on all contract agreement questions, no-cost extension requests, project reporting and project closeout

Communicates with funding Sponsors, as necessary

Maintains the University’s online Sponsor accounts

Assists with reports and tasks, as appropriate

Drafts award and achievement press releases and coordinates with the LSSU communication team

Provides ongoing assistance to Grant Administrator throughout the project period

Grants Accountant
(Business Office)
Creates and classifies account number based on terms and conditions and sources of funds

Provides assistance to Grant Administrator with obtaining information for reports

Facilitates resolution when grant rules conflict with LSSU policies and procedures

Reviews final financial report comparing it to the general ledger to make certain report will withstand an audit

Submits final financial report

Draws/invoices grantors for funds

Grant Administrator
(Project Principal Investigator (PI); Project Director)
Requests account number from Grants Accountant and submits documentation supporting terms and conditions of award

Has authority over account activities ensuring that they are within the University and grant guidelines

Authorizes project expenditures

Monitors grant account activity

Responsible for preparing project reports and for the information contained in financial reports

Responsible for communicating any changes in terms and conditions to Grants Accountant and Office of Sponsored Programs

Consult with Grants Accountant regarding financial data collections/submission

Submits final financial data to Grant Accountant for review

All federal grant awards require compliance with the U.S. Office of Management and Budget (OMB) Uniform Guidance.