Post-Award Procedures

Your grant has been funded! Now what?

Role of the Principal Investigator/Project Director

As Principal Investigator or Project Director (PI/PD), you are responsible for all aspects of conducting the project. The PI/PD is responsible for:

• Notifying SRO or CFR, as appropriate, about any grant award documents received.
• Forwarding all original award documents to SRO or CFR, as appropriate.
• Submitting any funds received to the Grants Accounting Office.
• Obtaining a Banner FOAP and Fund/Index number from the Grants Accounting Office.
• Reviewing and complying with the terms and conditions of the sponsor and the specific grant.
• Reviewing and following the College’s academic and financial policies, including procurement and travel policies related to grants.
• Implementing the project!
• Monitoring expenses using Banner or Hyperion and limiting expenditures to the total dollar amount awarded.
• Discussing any prospective expenses that aren’t in the awarded budget with the Grants Accounting Office.
• Requesting approval from the Controller’s office for any changes to approved budgets or other terms of the grant.
• Notifying the Coordinator of Sponsored Research if the project involves a family relationship not disclosed to the sponsor at the time the grant is submitted.
• Ensuring that all items charged to the grant are allowable, allocable to the grant, reasonable, and consistent.
• Managing the grant budget and paperwork (orders, forms, invoices, quotes, etc.); using the grant Fund number on all paperwork.
• Ensuring that the project stays within the scope and objectives of the original proposal.
• Submitting all required narrative and technical reports to the sponsor on time and forwarding copies (plus any grant-related correspondence) to SRO or CFR, as appropriate.
• Requesting no-cost extensions, if necessary and allowed, well in advance of the approved grant termination date.

Role of the Controller’s Office

The Accounting Manager in the Grants Accounting Office is responsible for the overall financial administration of all grants to the College. The office follows standard accounting practices and adheres strictly to all College policies and federal regulations. Specific responsibilities include:

• Setting up all grants in the accounting system and assigning Banner FOAPs and Fund/Index numbers.
• Preparing all financial grant reports.
• Requesting reimbursement from sponsors for grant-funded expenses.
• Authorizing changes to approved budgets or other grant terms (as allowed by sponsor policy).
• Certifying compliance with all grant-related federal regulations.
• Officially closing out grants at termination.

Role of the Sponsored Research Office

• Negotiates terms and conditions of the final award.
• Notifies the Controller's office about the award.
• Advises the PI about the terms and conditions of the grant.
• Submits “Request FOAP” form to the Controller’s office along with the required documentation.
• Notifies compliance committees that must oversee the research.
• Manages data and coordinate publicity for faculty grants.
• Negotiates terms and conditions of any subaward agreements that must be issued by Middlebury.
• Advises faculty about budget administration.
• Monitors non-financial reporting requirements and ensure that PI files all required technical and narrative reports.
• Coordinates non-financial post award management issues such as requests for no cost extensions,  budget changes, and supplemental funding; notifies sponsors of unusual situations, such as absence of the PI.
• Manages electronic research administration systems.

Role of the Office of Corporate and Foundation Relations

• Negotiates terms and conditions of the final award.
• Notifies the Controller's office about the award.
• Advises project personnel about the terms and conditions of the grant.
• Submits “Request FOAP” form to the Controller’s office along with the required documentation.
• Manages data and coordinate publicity for institutional grants.
• Monitors non-financial reporting requirements and ensure that all required technical and narrative reports are filed.
• Coordinates non-financial post award management issues such as requests for no cost extensions,  budget changes, and supplemental funding; notifies sponsors of unusual situations, such as absence of the PI.