Post Award Grant Administration
The Post Award team provides financial oversight and administrative support for externally funded projects throughout the award lifecycle. We work closely with the Office of Grants and Sponsored Programs, Finance, Academic Affairs, and others to ensure compliance with sponsor requirements, institutional policies, and applicable federal regulations.
Our responsibilities include reviewing awarded proposals, establishing new project accounts, monitoring expenditures for allowability and budget compliance, managing sponsor billing and drawdowns, and preparing required financial reports. We also provide ongoing guidance to Principal Investigators and administrative staff on budget management, cost transfers, re-budgeting, award modifications, and closeout procedures.
In addition, we support the institution’s annual Uniform Guidance audit and promote responsible stewardship of sponsored funds through strong financial controls and proactive service.
Middlebury's Post Award policy is live
The Middlebury College Policy on Post Award Management has been finalized and is available for reference.
Frequently Asked Questions
What are the terms and conditions associated with my award?
Whether from a Federal or private sponsor, every sponsored award typically has unique terms and conditions. Please ensure that you read through your award and become familiar with its terms and conditions, paying particular attention to the period of performance, reporting deadlines, and deliverable requirements.
Common Federal award policies and resources:
How do I obtain financial reports for my grant?
There are two ways to obtain your grant financial report:
- Every PI is set up to receive automated monthly reports for their grant(s) via a SharePoint folder. The SharePoint folder is labeled with the unique grant designation and name, and is typically shared with the PI within one week of formal EDORDA setup in Oracle. The reports are generated on or around the 10th of every month and are valid through the end of the previous month (e.g., the financial report valid through April 30th is generated on May 10th).
- If required, an off-cycle report can be requested by emailing Wesley Court, Director of Post Award Administration.
I am budgeted for at least one type of faculty salary on my grant (e.g., summer salary, academic year salary, or course release). How do I request this salary?
Middlebury faculty must formally request and certify all faculty salary requests (summer salary, academic year salary, or course release) paid from Federal or private grants. This can be done by completing the Time and Effort Form and submitting it to Wesley Court, Director of Post Award Administration. Instructions on how to complete this form accurately can be found in the T&E Guidelines - Faculty document.
I want to amend the conditions of my grant. How can I request this?
PIs can request certain amendments to the conditions of their grant (e.g., no-cost extensions, budget re-allocation, and pre-award spending). This can be done by completing the Grant Modification Form and submitting it to Wesley Court, Director of Post Award Administration, and Nick Brightman, Associate Director of Grants and Sponsored Programs.
Can I purchase equipment or supplies for a sponsored project near the end of the period of performance?
When purchases are made near the end of the project it is more difficult to demonstrate that they benefit the project. Purchases made within the last 90 days of an award should be limited and reviewed to ensure that they are received during the period of performance, and documentation should be provided to the Controller’s office justifying how the item or service benefited the project during the period of performance.
Contact
Wesley Court
Director of Post-Award Administration
Email:
wcourt@middlebury.edu
Tel:
(802) 443-5986
Office:
75 Shannon Street Suite 100