Upon receipt of a signed notice or grant/contract award, the GSR-FGMO must obtain approval from the Vice-President of Administration & Finance to accept the award.
Once approvals are in place, the GSR-FGMO proceeds to setup the award, internally, by reviewing the award and its budget, reviewing the awards stated terms and conditions, completing necessary steps for file/budget setup and then having a project number assigned by the General Accounting Office.
Once the project number has been assigned, the GSR-FGMO will notify the project administrator/investigator (PA or PI) to schedule a required grant/contract entrance setup meeting to discuss terms and conditions, budget, reporting and allowable costs. No expenses shall occur on the new project until the PA/PI has met with the GSR-FGMO.
All requests for expending project funds must be submitted to the GSR-FGMO for approval.
The GSR-FGMO will forward approved project requisitions, work orders, employment and consulting contracts to the proper department for processing.
The GSR-FGMO maintains an internal excel shadow spreadsheet on each of its projects and records every transaction being approved by this office as a paper obligation (before it is actually expended on PeopleSoft Financials).
PeopleSoft Financials (n-Vision reports) and internal shadow spreadsheets are reconciled monthly and copies e-mailed to the project PI/PA.
The P/A or P/I are responsible for the management and conduct of the research activities, including technical reporting activities.
All technical (programmatic) reports and project deliverables are the full responsibility of the P/A or P/I.
The P/A or P/I should initiate correspondence with the sponsors administrative or program manager to investigate possible programmatic or budgetary changes. In all cases, the PI or PA should be familiar with the award terms and conditions.
All requests for budgetary changes must be submitted through the GSR-FGMO for approval before submission to the sponsor.