Grant Administration - Post Award

Overview


Post Award Grant Administration works closely with PI's and their administrative staff to provide fiscal oversight and management of awards throughout the lifecycle of each grant.

Post Award Management Team

The Post Award team assists with all programmatic aspects of the grant, including but not limited to: personnel changes; revisions to work plans or objectives; budget adjustments; requests for funding extension; and ensuring programmatic compliance with sponsor agency requirements, University policies, federal regulations, and relevant laws.

Grant Accounting

The Grant Accountant assists with all financial aspects of the grant, including but not limited to: assigning the fund and project codes; entering the budget; and monitoring grant expenditures for compliance with sponsor agency requirements, University policies, federal regulations, and relevant laws. The Accountant is responsible for all sponsor agency invoicing and provides expenditure and/or payroll reports as needed. To contact a Grant Accounant, please see our Contact Information.

Financial Reports

Financial reports are available to the PI and assigned staff through the PeopleSoft Financial System and Sponsored Program module. To request access complete the OIT Access form. Training is available from the Post Award team.

Post Award

Grants and contracts awarded to Stanislaus State are administered by Post Award Grant Administration within Financial Services. The Post Award (PA) team assists Principal Investigators (PIs) in managing their projects in support of the University's mission of teaching and scholarship.

Post Award works closely with PIs and administrative staff to assist with meeting the requirements of an award. Post Award assists with submitting requests to the sponsor for anticipated changes regarding grant personnel, funding extensions, revisions to the work plan or objectives, and budget adjustments. PA also serves as the campus liaison with granting agencies, notifies PIs of report deadlines, coordinates reports, and assists in obtaining, completing, and submitting any required documentation or forms.

The PA team performs periodic audits to ensure that the campus is in compliance with federal and state regulations as well as internal policies. 

Cost Match

Cost match, also known as cost sharing, is that portion of project or program costs not borne by the sponsor (generally the federal government). Cost sharing can be voluntary or mandatory (that is, required by means of a statute or law), and can take the form of either cash or in-kind contributions. It is CSU policy that each campus shall properly monitor and document any committed cost sharing in compliance with applicable regulations and agreements. In general, cost sharing shall be offered in a proposal only when it is a requirement of the request for proposal or the program announcement. Only charges that would be allowable as direct costs to the recipient grant are generally allowable as cost match.

There are two types of cost match:

  • Cash match: Represents the recipients cash outlay set aside to be used solely for the purpose of funding a sponsored program.
  • In-kind match: Represents the value of all noncash contributions, including services and property, provided by the recipient and/or non-federal third parties.

Cost match must be:

  • Verifiable from university or auxiliary records.
  • Necessary and reasonable to accomplish the projects objectives.
  • Identifiable in the approved budget when required by the prime sponsor.
  • Provided during the project period.

Cost match may not be:

  • Utilized as cost sharing on any other project.
  • Federal funds except where authorized by federal statute.
  • Earned income under the project except when expressly authorized by the prime sponsor.

Once a cost match is included and quantified in a sponsored project budget, it becomes a campus commitment and must be honored.

Facilities & Administration Costs (F&A)

F&A costs are real costs incurred by Stanislaus State to support and maintain campus research and sponsored programs. These costs result from shared services such as libraries, facilities operation and maintenance, utility costs, departmental and sponsored projects' administrative expenses, and depreciation or use allowance for buildings and equipment. F&A costs are sometimes referred to as indirect costs or institutional overhead.

Rates

Through a process prescribed by the Federal Government, the Department of Health and Human Services has approved the use of the following rates for projects at Stanislaus State:

  • 45.2% of salaries, wages, and benefits (SWB).
  • 20.4% of SWB for off-campus projects.

The University also has a federally negotiated rate through the Californian-Cooperative Ecosystem Studies Unit at 17.5% of total direct.

Policy on Requesting Maximum F&A Cost Recovery

While it is recognized that F&A recovery rates allowed by funding agencies, foundations, and corporations are not under the University's control, it is the policy of Stanislaus State that all proposals submitted for funding shall include requests for F&A costs at the maximum rate allowed by the funding agency in accordance with CSU and University policy. Sponsor awards that do not follow institutional procedures and approval for submission risk not being accepted by the University (EO 890, 3.1.2).

Grant Focus Group

The Grant Focus Group (GFG) is made up of campus associates who work on grants or provide administrative support to grant personnel. At scheduled meetings the Post Award team disseminates information and seeks input from participants. The meetings offer an oppurtunity to receive training, ask questions, discuss challenges, and share ideas on grant-related topics.

For more information about the GFG, please contact Trish Hendrix, Post Award Grant Manager
Telephone: (209) 667-3979
Email: PHendrix@csustan.edu

PI Responsibilities

Stanislaus State (University) has the legal responsibility and authority for running the grant and expending grant funds. The University in turn grants to certain faculty and MPP's the authority to act as the Principal Investigator (PI) of a sponsored program.

One Principal Investigator is named to each sponsored program. Only one PI is appointed to each program to ensure clear lines of accountability and authority. If there is a strategic need, a Co-Principal Investigator may be added to a program.

The primary responsibility of the Principal Investigator is to ensure sponsored program success. The success of the program is measured not only by the intellectual merit of the research or the technical results, it is also measured by our commitment to judiciously manage award funds and deliver on all obligations in accordance with the award. The authority granted by the University to the PI is inextricably tied to the responsibility of conducting the grant in accordance with the approved proposal and budget as well as all other guiding policies and regulations.

Signature Authority

There are two kinds of signature authority: Program Authority and Purchasing Authority:

Program Authority

Only PIs may receive program authority for their sponsored program. This authorization enables the PI to approve requests for personnel actions, re-budgeting, and changes in project scope. Program authority is also required for submission of any official reports or requests to the program sponsor if the report or request needs to be certified by the university program official.

Purchasing Authority

​Only PIs may receive purchasing authority for their sponsored program. This authorization enables an individual to initiate and authorize expenditures against sponsored program funds.

Release Time

Release time, also referred to as reimbursed release time or assigned time, is defined as the time a faculty member is released from normal teaching responsibilities to perform other duties such as working on a sponsored project. A teaching load is normally reduced in three (3) unit increments.

A faculty member preparing a project proposal should examine the project needs and consult with the relevant campus administrator before determining the specified weighted teaching units (WTUs) to be reassigned to a sponsored program.

Additional employment through grants and contracts is subject to the University's additional employment and overload policies, and the Unit 3 Collective Bargaining Agreement Articles 35 and 36, "Outside Employment" and "Additional Employment", respectively (EO 890, 3.3.3)

Time & Effort Reporting

To conduct research, instruction, and/or other sponsored work under grants, and other agreements with the federal government, Stanislaus State is required to comply with the Code of Federal Regulations (CFR) which describes the costing principles, criteria, and examples of how employee compensation for personal services rendered under sponsored agreements should be charged and subsequently documented.

Sponsored project personnel compensated on a federally sponsored award (direct cost or cost share) will certify a report that indicates that the distribution of their total effort is a reasonable estimate of work performed during the period covered by the report.

Elements of Effort Reporting

Effort - Allowable activity devoted to a sponsored or non-sponsored project that would be charged or committed directly to a contract or grant. Effort shall be reflected as categories of activities expressed as a percentage distribution of total activities rather than the dollar amount compensated.

Compensated Effort - Effort consisting of campus assignment, reimbursed time, additional employment, direct pay, and cost share for faculty and staff who work on sponsored projects.

Voluntary Uncommitted Cost Sharing - Voluntary uncommitted cost sharing is excluded from effort reporting.

Submission of Time & Effort Reports

Time & Effort Reports should be submitted to Lisa Austin, Post Award Grant Administration at Financial Services, MSR270.

Time & Effort Reporting Form