Section VI: Management

Grant Acceptance and Grant Management: Multiple Responsibilities

The office of research administration (and sometimes a project director) will receive a "notification of funding" and sends copies to financial services-Springfield and the grant development specialist. Financial services will establish a grant account for the project so that both requested funds and matching funds can be tracked. The office of research administration will be involved in any revisions to the budget and/or narrative to comply with any funder requirements.

The designated project director (or principal investigator) will have to work closely with the office of research administration to prepare and submit both fiscal and program reports. Each project director should create a "master file" for each grant being managed that contains the following:

  • Original proposal and budget materials
  • Correspondence
  • Personnel paperwork-time sheets and contracts
  • Copies of procurement requisitions and invoices
  • Report forms and backup materials
  • Consultant contracts and invoices
  • Audit and close-out documents
  • Documentation about in-kind match
  • Client files-recruitment, selection and participation