Award Roles and Responsibilities

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The Office of Sponsored Programs is committed to helping WP faculty successfully manage their sponsored project agreements. Doing this requires an active collaborative effort between faculty investigators, departments, and central administration. The information below describes the roles and responsibilities of each of these groups as it relates to post-award actions.


  

  • Office of Sponsored Programs Responsibilities
  • Office of Sponsored Programs Responsibilities

    OSP’s primary focus is aiding Principal Investigators (PIs), Departments, and Colleges in negotiating and executing award agreements and amendments. We provide guidance on compliance with the terms outlined in sponsored agreements and facilitate the process of seeking sponsor prior approvals when necessary. Our responsibilities include:

    Award Acceptance and Set-Up

      • Negotiate award terms and conditions with sponsor.
      • Confirm acceptance of exceptional terms and conditions.
      • Approve award terms and conditions and, if applicable, execute award/
        agreement.
      • Confirm that regulatory compliance approvals are in place.
      • Enter award information in the Cayuse SP grants management system.

    Compliance

      • Forward prior approval requests to the sponsor in the event that sponsor
        approval is required.
      • Obtain sponsor’s decision regarding changes to the project and update
        university systems, as necessary.
      • Assist PI/Dept Admins with questions regarding interpretation of terms.
      • Assist PI/Dept Admins with the non-financial closeout of the Agreement.

    Outgoing Subawards

      • Prepare, negotiate, and sign subcontracts/subawards and subsequent
        modifications.

  • Principal Investigator Responsibilities
  • Principal Investigator Responsibilities

    Principal Investigators are the project leads and responsible for overseeing project direction, ensuring adherence to ethical standards, and fostering collaboration among team members. Common post-award responsibilities include:

    • Executing the project as outlined in the funded proposals.
    • Adhering to the project’s financial plan as presented in the proposal.
    • Making changes to the project’s financial plan following updates to the sponsor or WP’s policies and procedures.
    • Completing and submitting project progress reports and submitting deliverables to the sponsor as outlined in the terms of award.
    • Responding promptly to OSP requests for approvals, information, or decisions.
    • Ensuring the creation and maintenance of an accurate record of project-related expenses.
    • Selecting, training, and evaluating all project staff and students.
    • Complying with all WP policies and procedures, maintaining high standards of research integrity, and protecting the welfare of research subjects.
    • Complying with all applicable sponsor rules, regulations and/or terms and conditions of the award.

    *The responsibility for the financial and administrative management of the project ultimately rests with the PI.

  • Department Responsibilities
  • Department Responsibilities

    Departments are responsible for approving and managing any requests for reassigned time, and ensuring that the scope and duration of the project do not conflict with or hamper departmental academic commitments. Below is a list of departmental responsibilities:

    • Review and approve reassigned time requests.
    • Verify faculty effort loads.
    • Review and approve cost share requests.

  • College Responsibilities
  • College Responsibilities

    Colleges are responsible for ensuring that administrative support is provided to investigators for the fiscal and administrative management of sponsored projects. It is the school’s responsibility to ensure that no PI is left without administrative support, that all PIs are aware of where to obtain support, and that sufficient resources are available to meet the needs of PIs. Below is a list of college-post-award responsibilities.

    • Approve Award packet, including any re-budgeting requests.
    • Certify that cost sharing is documented.
    • In the absence of the PI (e.g., transfer, long-term absence) prepare and submit technical reports to the sponsor and OSP.
    • Approve any PI changes.
    • Approve any PI Transfers.
    • Review and approve cost share requests.

  • Finance Department: Grants and Capital Projects Responsibilities
  • Finance Department: Grants and Capital Projects Responsibilities

    The Finance Department manages the post-award financial aspects of sponsored projects, including the setup and modification of Awards, and Award Lines. They handle detailed budget planning and reallocation, process invoices, manage accounts receivable, and generate financial reports. The Finance Department responsibilities include:

    • All set up of awards in the Workday system. 

    • Financial Management of Awards

      • Financial Reporting
      • Invoicing
      • Ensuring Payments
      • Re-budgets
      • Cost Transfers