Project Management is the process that encompasses both programmatic and financial responsibilities. The PI is the primary individual responsible for scientific integrity, he/she is also responsible for the fiscal and administrative management of the project. PI’s are responsible for managing the day to day operations and project implementation, in accordance with all terms and conditions of the award.
Notices of Award (NOA) or agreement documents should be forwarded to the OGRD as soon as they are received. Agreements for sponsored support, patents or copyright licenses, biomaterials, equipment loans, work for hire, confidential disclosure agreements, materials transfer or event subcontracts should only be signed by the university’s signatory. PI’s do not have signature authority on grant and contract agreements. The Associate Vice President of Business and Finance has the Board of Trustees’ authorization to accept awards on behalf of EWU. The OGRD is responsible for obtaining the authorized institutional signature of the Associate Vice President of Business and Finance.
All external grants and contracts are processed by the OGRD. The OGRD reviews the terms and conditions of an award and assures the sponsor’s requirements are compatible with applicable state laws and EWU’s policies and procedures since a grant or contract binds both the sponsor and EWU to certain contractual commitments. It is important the award terms are clearly understood and all concerns are resolved before the award is accepted.
As defined by 2 CFR Part 200.458, for Federal awards, pre-award costs are those incurred prior to the effective date of the Federal award directly pursuant to the negotiation and in anticipation of the Federal award where such costs are necessary for efficient and timely performance of the scope of work. Such costs are allowable only to the extent that they would have been allowable if incurred after the date of the Federal award and only with the written approval of the Federal awarding agency. Pre-Award costs may only be incurred up to 90 calendar days before the Federal award is made.
An index is the critical identification number needed to spend award funds. After an award has been accepted by the university, the OGRD sends award information to General Accounting to establish an exclusive index and fund number, against which obligations and expenditures will be charged. When an index and fund have been created, the OGRD forwards award information to the PI including: the index, fund, organization, program (or FOP), and grant number assigned to their award for the purpose of managing award funds. Remember the use of awarded funds is restricted to the sponsor-approved project budget and the terms and conditions of the award.The Purchasing Department will contact the PI to set up the approval queue for electronic purchase requisitions.
The OGRD forwards fund, organization, and program (FOP) information for executed awards to Purchasing. For new award indexes, Purchasing will determine if a grant approval queue has been established in the Banner financial system. Purchasing will then update the fund and notify the approver or primary finance person for the area. If an approval queue has not been established for the organization, Purchasing will verify whether the PI has access to Banner. If the PI does not have access, Purchasing will contact the College or Department finance person to determine how requisitions approval will be handled, either by the PI or by College or Department finance personnel.