Post Award Policies and Procedures
Responsibilities of the Principal Investigator/Project Director
The Principal Investigator/Project Director (PI/PD) is responsible for the successful conduct of the project in accordance with all applicable policies of Hartwick College, the federal government, and the grantmaking entity.
A Grant Administration document will be created when an external grant is awarded and a meeting will be held with the PI/PD, Controller, and Director of Corporate, Foundation, and Government Relations in order to review grant terms and conditions and the project budget. The PI/PD and the Controller sign the Grant Administration document.
In addition, the PI/PD must:
- submit or forward electronic copies of original award documents to the Office of Corporate, Foundation, and Government Relations
- read all terms and conditions of the grant and all award and administration guidelines of the granting agency ie. NSF's Proposal and Award Policies and Procedures Guide, NEH's Grant Terms and Conditions.
- administer the project in order to meet the goals and objectives of the original proposal
- comply with all terms and conditions of the grant, and with all College policies for the administration of grants including allowability of costs and conflict of interest
- submit funds received to the Controller's office (grants accountant)
- monitor expenses based on monthly reports provided by the Business Office and limit expenditures to the total dollar amount awarded
- authorize grant spending, (Hartwick's policy requires two signatures on all grant expenditures, including reimbursements for travel costs made to the PI/PD). All purchase orders for grants are approved by Academic Affairs, interim and final financial reports are compiled by the Controller's office
- submit all receipts for grant expenditures to the Business Office with reimbursement requests. All grant expenditures must correlate with the original costs described in the project budget, unless a change has been authorized and Prior Approval form submitted. All expenditures must be made at least 30 days before the end of the grant period.
- submit all required interim and final narrative reports to the Office of Corporate, Foundation, and Government Relations which will coordinate report submission, except in the case of granting agencies that have online report systems, such as NSF's FastLane which is accessed by the PI/PD.
- oversee hiring of all project personnel compensated in the grant, supervise the work of all grant-funded employees, and maintain documentation of time and effort of all project personnel
- monitor all sub-awards associated with the grant
- provide the Office of Corporate, Foundation, and Government Relations with copies of all grant-related correspondence
- work with the Controller to prepare interim and financial reports and grant closeout
request approval from the Controller's office for any changes to approved budgets or other terms of the grant
- notify the Director of Corporate, Foundation, and Government Relations if there are any changes to the project that effect the achievement of objectives or involve budget revisions.
- retain project data and data sharing systems in compliance with sponsoring agency requirements
Responsibilities of the Controller's Office
The Controller serves as the grants accountant and is responsible for the overall financial administration of all grants to the College. The Controller's Office follows standard accounting practices and adheres to all College policies and federal regulations regarding allowability of costs and auditing of budgets. Specific responsibilities include:
- setting up all grants in the accounting system
- preparing all financial reports, including monthly reports provided to the PI/PD
requesting reimbursements/drawing down funds from sponsoring agencies for grant-funded expenses
- authorizing changes to approved budgets or other grant terms (in accordance with sponsoring agency policy)
- certifying compliance with all grant-related federal regulations