Managing Awards
Definition
Managing Awards (often referred to as post-award management) encompasses the administrative, financial, and compliance of responsibilities required after a sponsored award has been issued and accepted by the University. Proper award management ensures that sponsor terms and conditions are met, funds are used responsibly, and the integrity of the University’s research and sponsored activities is maintained.
Sound stewardship of sponsored funds is a shared responsibility across the University and is critical to maintaining public trust, sponsor confidence, and future funding opportunities.
Who Is Responsible for Managing an Award?
Sponsored awards are made to the University and assigned to a Principal Investigator (PI), who is accountable to the sponsor for the proper conduct and management of the project. Award management is a collaborative effort that includes:
- Principal Investigator (PI)
- Departmental or Unit Administrators
- Office for Research
- Office of Grants and Contracts Accounting
Each role contributes to ensuring compliance with sponsor requirements, University policies, and applicable federal regulations.
PI Responsibilities
The Principal Investigator is responsible for the overall management of the award, including:
- Ensuring project activities align with the approved scope of work
- Monitoring day-to-day expenditures and budget balances
- Confirming that costs charged to the award are allowable, allocable, and reasonable
- Ensuring timely submission of technical and financial reports
- Maintaining compliance with sponsor and University policies
What Does Managing an Award Include?
Award management activities may include, but are not limited to:
- Reviewing the Notice of Award and understanding all terms and conditions
- Establishing new project indexes/accounts
- Maintaining and updating award information in the University’s financial systems
- Tracking budgets and assisting with rebudgeting requests
- Approving and monitoring expenditures (supplies, travel, equipment, and services)
- Time and Effort Reporting/ Payroll Certification
- Invoicing sponsors and drawing down funds
- Financial reporting and audit support
- Tracking and managing equipment purchases
- Oversight of subcontracts and subrecipients
- Managing prior approvals, no-cost extensions, and amendments
- Completing award closeout activities at the end of the project
What Is Not Included in Award Management?
The following activities are not considered part of routine award management:
- Proposal development and submission (pre-award activities)
- Negotiation of award terms prior to acceptance
- Personal financial management unrelated to sponsored projects
- Charging unallowable, undocumented, or non-project-related expenses to an award
Failure to properly distinguish these activities may result in compliance issues or disallowed costs.
Rebudgeting, Prior Approvals, and Changes
Many awards require prior sponsor approval for changes such as:
- Rebudgeting between major cost categories
- Changes in scope of work
- No-cost extensions
- PI or key personnel changes
- Subrecipient additions or modifications
PIs and departments must work closely with their Grant and Contracts Accountant to determine whether sponsor approval is required and to submit requests in a timely manner. Early communication is strongly encouraged.
Why Effective Award Management Matters
Effective award management:
- Ensures compliance with sponsor and regulatory requirements
- Reduces the risk of audit findings, penalties, or repayment of funds
- Protects the reputation of the University and the PI
- Supports continued funding from sponsors
- Demonstrates responsible use of public and private funds
Questions?
For additional information or assistance with managing your sponsored award, please contact your Grant and Contracts Accountant or the Office for Research.