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Post Award Management

Information about what the Business Office can do for you, and what the Office needs from you, after your award is funded.
    • Financial Management & Reporting
      • The Business Office generates regularly scheduled financial reports for Principal Investigators and monitors accounts monthly to assist the P.I. to ensure that funds are expended in accordance with the approved budget and agency guidelines.
      • The Business Office establishes recharge ID number and copy code (if applicable).
      • The Business Office assists with the Effort Reporting System (ERS).

        What is an effort report?
        The Effort Reporting System (ERS) was designed by the University to fulfill reporting requirements as specified in the Federal Office of Management and Budget (OMB) Circular A-21. An Effort Report provides after-the-fact certification of personnel time allocated to contract and grant funds. It should reflect salary changes, as well as cost sharing activities. Effort Reports are available electronically on a quarterly basis and should be certified by the principal investigator. Please refer to the ERS training material for detailed instructions.

    • American Recovery and Reinvestment Act (ARRA) Reporting

ARRA Reporting-Information and Resources

    • Human Subjects Renewal
      Applications for renewal are required by the PI every 12 months from the approval date received from the Office of the Human Research Protection Program (OHRPP. This includes multi-year projects, which need to be renewed annually. WebIRB
    • Personnel/Payroll
      Please submit funding changes by email according to the established timesheet schedule for monthly and bi-weekly employees. If numerous employees are being changed, please send an attached document. Create two columns and list the current FAU(s), percentage, and end date in the left column and the new FAU, percentage, and effective date in the right column. If the deadline is missed, then the supervisor should notate the timesheet with the correct FAU(s), percentage of time, and follow through with a payroll transfer request to reconcile any difference between the payroll ledger and the timesheet within 60 days.
    • Award Closeout

Use of the campus Smart Close-out Tool will be required for all awards going through the close out process effective August 1, 2010.

The internal GSE&IS protocol is as follows:
1) No later than 30 days prior to the end date, the Unit manager or analyst confirms with the PI that no continuation/supplemental funding or no cost time extensions will be requested.  If a multi-year award will remain active and continue, but a different fund number is required for each budget period, then the close out process applies to the budget period that ended.
2) Unit manager or analyst conducts a review of all financial transactions to prepare the fund for close out.
3) Unit manager or analyst completes the Smart Close-out Tool, including PI sign off and any necessary supporting documents for cost transfers.
4) Unit manager or analyst submits Smart Close-out Tool via email attachment to their primary contact in the Business Office.  The Business Office will review the close-out tool for accuracy and completeness and work with the unit manager/analyst to reach agreement on final figures.
5) Business Office is responsible to upload the final version of the Smart Close-out Tool to EFM's server no later than the due dates specified below to complete the process.  Business Office will send a confirming email to the unit manager/analyst that the file upload was completed.

Due Dates for Financial Reports
1) Reports due 90 days after the end date (mostly federal)
Due to Business Office:  45 calendar days after the budget period end date
Due to EFM:  60 calendar days after the budget period end date

2) All other reports (non-federal) as specified in the award synopsis/documents
Due to Business Office:  as agreed upon by Business Office and unit manager/analyst, but no later than 15 days prior to the agency due date.
Due to EFM:  as agreed upon by the Business Office and EFM, but no later than 10 days prior to the agency due date.