Roles and Responsibilities for Sponsored Project Management

Print Friendly and PDF

Procedure Date: May 2019     Revision: 1     Last Review: May 2018

Determining who is responsible for the different sponsored project activities can be unclear. The tables below break out the key areas of sponsored project activities (pre-award, award receipt and post-award) and indicate who has the primary and secondary responsibility for each activity.

Pre-Award Activities
♦ = Primary Responsibility  ο = Secondary Responsibility
Activity Principal Investigator Department College Sponsored Projects
1. Identify sponsored project funding opportunities
2. Understand proposal solicitation guidelines ο ο
3. Understand University and Sponsored Projects policies, procedures, and guidelines as related to sponsored projects
4. Develop proposal budget ο ο
5. Develop technical proposal content ο
6. Complete required internal forms and collect form approvals ο
7. Collect subrecipient proposal materials and completed, signed Subrecipient Proposal Assurance (SP-Sub-1) form  ο
8. Prepare proposal in InfoEd for submission ο ο
9. Provide InfoEd assistance ο ο
10. Provide internal approval of sponsored project proposal
11. Review proposal for accuracy and compliance with assurances and University and sponsor guidelines and policies ο ο ο
12. Approve proposal for submission on behalf of University
13. Submit proposal to sponsor ο
14. Retain proposal documents ο
15. Track proposal status after submission ο


Award Receipt Activities
♦ = Primary Responsibility  ο = Secondary Responsibility
Activity Principal Investigator Department College Sponsored Projects
1. Provide principal investigator (PI) with copy of award
2. Verify award scope of work and budget
3. Review award terms and conditions
4. Negotiate changes to award terms and conditions when necessary
5. Sign and accept award on behalf of institution
6. For awards > $1 million and/or > than five years duration, prepare award for chancellor signature
7. Regulatory compliance: IRB, IACUC, COI, FCOI, RCR, export controls, and other mandatory trainings as necessary
8. Enter award into Workday
9. Set up award spending account
10. Notification of Award (via Workday) to PI, department, and college

 

Post-Award Activities
♦ = Primary Responsibility  ο = Secondary Responsibility
Activity Principal Investigator Department College Sponsored Projects
1. Initiate and establish subawards to subrecipients ο
2. General project management
3. Monitor project expenses, reconcile monthly statements, and general fiscal management
4. Invoice sponsor for project expenses and perform electronic drawdown of federal funds
5. Effort reporting ο ο
6. Pre-review and approve subrecipient invoices ο
7. Arrange payment of approved subrecipient invoices
8. Prepare and submit programmatic/scientific progress reports to sponsor and to Sponsored Projects ο
9. Review and confirm cost share reports (if applicable)
10. Initiate and process accounting adjustments
11. Review and approve accounting adjustments ο
12. Initiate request for project modifications ο
13. Submit project financial reports to sponsor
14. Perform project closeout
15. Address sponsor audits ο ο