Award Management Overview
Effectively managing grants and contracts at UWM involves not only OSP, but the Principal Investigator (PI), the department administrator, and the Dean's office.
OSP has primary responsibility for:
- Negotiating terms and conditions of the grant/contract agreement to ensure compliance with federal, state, and University policies.
- Accepting the award on behalf of the Regents.
- Establishing the 144 or 133 expenditure account associated with the award.
- Developing and issuing subagreements.
- Reviewing expenditures for allowability per the grant terms and conditions.
- Managing effort reporting.
- Reviewing and approving cost transfers.
- Reviewing and processing award modifications.
- Preparing and submitting invoices to sponsors on non-letter of credit awards.
- Drawing funds on letters of credit and reconciling expenditures as required.
- Working with the PI, Department Chair, and/or Dean on clearing misplaced expenditures.
- Preparing and filing appropriate financial reports and close-out documents as required.
The Dean's Office has primary responsibility for:
- Approving requests for assignment of account number in advance of receipt and acceptance of the official award document (Backstop Request Form).
- Overseeing sponsored project administration, including cost transfers and effort reporting.
- Approving substantive modifications and re-budgeting prior to submission to OSP.
- Ensuring timely resolution of misplaced expenditures.
- Providing appropriate documentation of cost-sharing/matching to OSP.
- Participating in negotiations when technical reports are incomplete and deliverables are lacking or unacceptable to the sponsor.
The Principal Investigator has primary responsibility for:
- Agreeing to all terms and conditions, with emphasis on performance clauses, including scope of work, frequency of technical reports, deliverables, termination conditions, etc.
- Ensuring appropriateness, reasonableness, and allowability of expenditures.
- Managing expenditures so as not to exceed award budget.
- Reviewing and verifying effort reports.
- Initiating requests for re-budgeting, time extensions, and cost transfers.
- Approving payment of subcontractor invoices.
- Preparing technical reports and providing other deliverables as required.
- Reviewing interim financial reports prepared by OSP as required.
- Documenting cost-sharing/matching funds as required.