Grant Management

The following points are intended as a general overview of the important issues and concerns involved in grant management. Being proactive in planning and meticulous in record keeping will help keep you in compliance with your grant agency’s requirements and improve your future funding chances.

Responsibility

  • Who will have primary responsibility for overseeing the project?
  • Who will receive the correspondence for the project?
  • If there are multiple parties involved, who will be responsible for the different components of the projects? Is everyone well aware of exactly what their responsibilities are and the responsibilities of others so there is no replication of work?

Record Keeping

  • Review your contract and ensure all signatures are attached and all initial requirements have been met. Make sure all parties who should have a copy of this contract do have one. Make note of any dates or additional reporting that will be necessary.
  • Strive to keep records of as much as you can and keep these as organized as you can. Create multiple files, label these clearly, keep and date all correspondence and receipts.
  • Keep a ledger of income and expenditures using standard accounting procedures where possible.
  • Is reapplication or renewal of your grant necessary? If it is, what documentation will they require? They may require:
    • Revised budgets
    • Expenditures to date (keep all records)
    • Any data/evidence collected so far
    • New objectives if evidence has been unexpected
  • As grant monies awarded to UCF Faculty are primarily handled/distributed through the university you will need to know who to contact when questions arise, how to access your accounts and what information is and is not available in them (for example, some information like shipping charges may not show up on invoices)
    • Your primarily contact will be the Office of Research and Commercialization.
    • You will need to learn PeopleSoft or have someone familiar with this program to access your accounts.
    • Be proactive and check your accounts on a regular basis to ensure all activity can be accounted for and is as expected.
    • You must keep records of and monitor all activity involving your grant, even things that may seem unimportant because it will be your responsibility to be able to prove/correct errors in your grant account.
  • If outside consultants or other assistants will be employed, ensure correct records are filled out and collected for your records of expenditures and for reporting their income for tax purposes. Find out the rules for this reporting.
  • Did your grant come with matching funds from another agency/organization or from the university? Follow up on these with any necessary paperwork or contacts.

Workflow

  • Create a chart or other helpful graphic to keep track of what will be due when to the granting agency for the project
    • Share this information with the project personnel who are responsible for the different components of the project
  • Match upcoming reporting deadlines with your record keeping procedures so that information is available and organized for compiling the report.
  • Keep project files and data files up to date as work is accomplished
  • Check your mailbox or email regularly for any correspondence from the agency or university department
  • Keep

Reporting

  • What and where data/evidence will be stored should be decided beforehand and tied to the needs of the granting agency for future reporting.
  • Make sure records have been kept on all information that will be required in progress and final reports
  • Do you need to inform/get permission from the granting agency when you make regular or special purchases? Are there special forms or information that should be kept in your records regarding any kinds of purchases? Most agencies require that you get their permission when changes in expenditures are required, for example, a piece of equipment (that may or may not have been purchased for the grant project) breaks down and has to be replaced.
  • Keep the granting agency informed of any important chances in your project including personnel and address changes.

Where to go for further help

  • The original grant application/acceptance materials, the agencies website, or phoning the agency themselves.
  • Grant specialists in your department, some departments have personnel who assist with grant administration.
  • University departments like the Office of Research and Commercialization are an important resource and can act as a liaison with the grant agency.
 

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