The CFOS Grants Management Team’s role in the award management process: to serve as a liaison between the Office of Grants and Contracts and the Principal Investigator, and to assist in achieving the agreed upon Statement of Work for the project while maintaining sufficient fiscal controls to ensure compliance with:
- Terms & Conditions of award
- State, Local, & Federal regulations
- Generally Accepted Accounting Principles (GAAP)
- University Administrative Policies & Procedures Manual (UAPPM)
Proposal development is housed under our Shared Services Model with the Geophysical Institute. Contact firstname.lastname@example.org for more information.
For questions regarding awards, proposal procedures, or other requests, please contact the Office of Grants and Contracts Administration at email@example.com.
CFOS receives award notifications from the Office of Grants and Contracts (OGCA). The CFOS Grants Management Team is responsible for reviewing the award and comparing it with proposal documentation (e.g., budget, statement of work, etc.) to ensure continuity. Budgets are keyed in Banner and submitted to OGCA for processing. Once processed by OGCA, the Grants Management Team will notify the Principle Investigator of their new grant and fund numbers.
During the life cycle of an award, a PI may find it necessary to modify certain aspects of the award, such as rebudgeting funds or extending the end date. Prior approval is required in some cases. Check with the CFOS Grants Management Team if you’re unsure.
Common Prior Approval Requests
- No-Cost Extensions
- Change in Key Personnel
- Changes to Statement of Work
For National Science Foundation and other select agencies, please see the Agency Prior Approval Matrix (PDF).
Other Grants Management Duties
- Cost Transfers – Journal Vouchers and Labor Reallocation forms. Best practice is that cost transfers are moved within 60 days after hitting Banner. Costs can be moved beyond this timeframe under special circumstances.
- Match tracking
- Effort Reporting
- Assisting with Subawards
- Biweekly project update financial reports to PIs
The Grants Management Team sends notifications to the PI at 90, 60, and 30 days prior to a project’s end date to ensure certain conditions have been met. This closeout process ensures that closeout requirements are met prior to official closeout of an award by OGCA. If you have questions, please contact Patrick Church.
Grant Effort Reporting is key to maintaining Federal compliance with OMB A-21 section J-10 (c) 1.e, which states, “At least annually a statement will be signed by the employee, principal investigator, or responsible official(s) using suitable means of verification that the work was performed, stating that salaries and wages charged to sponsored agreements as direct charges, and to residual, F&A cost or other categories are reasonable in relation to the work performed.”
UAF’s policy is to certify effort every Spring, Summer, and Fall. The CFOS Grants Management Team and/or outlying units will send employees their individual forms for review and signature.
U.S. Government Office of Management and Budget Circulars index
Further helpful information:
Help for printing Effort Certification statements:
The CFOS Grants Management team assists in ensuring UAF Statewide compliance with the help of the Controller’s Office .
For details on compliance issues such as Animal and Human Subjects use, please visit UAF’s Office of Research Integrity.
Financial Manager and R/V Sikuliaq Service Center Manager
Office of Management and Budget Circulars
UAF Office of Grants and Contracts Administration (OGCA)
Time and Effort Certification Flowchart (pdf)
Top 10 Things a PI Should Know about Effort (word)