Step 1: Grant Award Acceptance.
The Sponsored Programs Office (SPO) tracks the grant award through the appropriate College pathway (<$50,000; ≥ $50,000) for executive approval.
Step 2: Initial Grant Management Team Meeting.
The SPO convenes an initial grant management team meeting to review the requirements of the specific award and to assign action steps to get the project up and running.
- This meeting minimally includes the Grant Project Lead (who is typically, but not always, the Project Initiator) and a Finance representative (Assistant Controller and/or Sr. Accountant).
- Human Resources (HR) is involved if the awarded project includes personnel expenses.
- Facilities is involved if the awarded project includes capital expenses.
- Other key departments are represented as appropriate.
Step 3: Grant Budget Establishment.
The SPO initiates the budget establishment process to set up a grant budget account in Banner.
Step 4: Grant Budget Revisions & Amendments.
- The Grant Project Lead requests any necessary budget revisions/transfers through the SPO.
- The Grant Project Lead works with the SPO to create any proposed budget (and/or program) amendments that must be approved by the funding source.
- Proposed budget amendments are submitted to the funding source by the SPO.
Step 5: Grant-Funded Employees.
The Grant Project Lead works with HR and the SPO to complete the hiring process for each individual to be paid from grant funds.
- The Grant Project Lead is responsible for the having a New Position Duty Statement prepared and submitted to HR for assignment of a position title and pay rate.
- The Director of Sponsored Programs prepares and submits a Personnel Justification Form to Finance. This Form initiates the PAR and Authorization to Employ processes.
- Upon completion, copies of the PAR and Authorization to Employ Forms are forwarded by HR to the SPO.
- The SPO then prepares the grant personnel contract to be routed for approval signatures.
Step 6: Grant Award Goals & Objectives.
The Grant Project Lead coordinates implementation of all grant activities and submits required reports to funding source in accordance with established goals, objectives, timelines and contractual parameters. The Post-Award Checklist for Grant Project Leads serves as a general guide to assist Project Leads with carrying out their responsibilities.
Step 7: Grant Award Close Out.
The Grant Project Lead and SPO work together to close out the grant budget account in Banner and to submit required final reports to the funding source at the end of the grant-funded period.
If necessary and justified, the Director of Sponsored Programs will submit a project end date extension request to the funding source. Prior to submitting such a request, the SPO must receive written justification for the request, as well as a proposed new end date, from the Grant Project Lead.