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Award Management Process

Award management occurs after the grants, contracts or cooperative agreements have been set up in our financial system (IRIS). Award Management includes policies and procedures of the university, school, and sponsor to ensure compliance with the award's terms and conditions, often referred to as the post-award phase of the award life cycle.

Proper management of sponsored programs is crucial to maintaining public trust in research outcomes. Our Sponsored Program Analyst(s) undertake the analysis and interpretation of agreements and associated documents for new sponsored projects. This ensures an accurately structured setup to meet billing and reporting requirements and coded correctly to facilitate accurate financial reporting. Furthermore, our analysts ensure that the sponsored projects comply with the university and sponsor parameters.

Post Award Management

The success of a sponsored project is contingent on both the ability of the PI(s) and department administrators to follow through the project and the Office of Sponsored Programs to ensure proper stewardship of the awarded funds. To successfully manage an award and be compliant, the PI and department administrator need to:

  • Ensure personnel on the project understand their responsibilities.
  • Abide by the terms and conditions of the award, such as approved scope of work and budget, required prior approvals, reporting, and publication rights.
  • Understand the sponsor’s and university’s policies and work with the Office of Sponsored Programs for guidance.
  • Use Cayuse to route sub-award documents to other institutions.
  • If the award is funded under multi-campus, provide an approved internal budget to create an internal award notification for the child account.
  • Ensure that charges to grants benefit the award. It is inappropriate to average the costs of research supplies across all the principal investigator’s grants, without considering supply usage. The costs charged to a sponsored project must be necessary, reasonable, and allowable. The University audits are to ensure consistent treatment of similar costs across the institution.
  • Items included in our indirect cost base cannot charge directly to the award under direct cost. However, there may be exceptions with prior approval within the proposal application.

 

 

Last Published: Dec 11, 2024