PI/Department/Lab

General Responsibilities

To assist faculty with development of proposals, submission of proposals to sponsor, follow-up, and provide support for grant and contract management.

Development of Statements of Work and proposals, secure waivers and other authorizations, pre-award technical communication, and grant/contract management.

Proposal Preparation Process

• Obtain and review sponsor program guidelines and advise PI re proposal requirements.
• Develop draft and final budget per PI specifications.
• Obtain and prepare sponsor budget forms if available (as needed).
• Provide current and pending support documentation from SPO database.
• Advise PI regarding budget justifications and adherence to program special requirements.
• Review proposal for adherence to guidelines and internal/external policy compliance.
• Coordinate proposal submission with Sponsored Projects Office.
• Fed Ex proposals where necessary.

• Provide sponsor information including sponsor name, program announcement and deadline.
• Develops the science.
• Bio Sketches.
• Verify Current and Pending Support.
• Obtain consultant letter of intent and subcontract proposal.
• Develop budget justification.
• Write & Process proposal text, budget, etc.
• Submit protocols, obtain PI Initiated waivers and approvals, and Integrate proposal.

Award Process

• Revise Budgets and Respond to inquiries
• Provide further budget information and justification/backup.
• Review contract special provisions (reporting, period of performance, etc.).
• Work with PI and SPO to provide additional justifications and requests.
• Award Set-up – work with SPO and GCA.

• Respond to technical questions.
• Further budget justification (equipment, travel, etc.).
• Secure subcontractor Statement of Work.
• PI Reviews Special Provisions in contracts forwarded by SPO.
• May receive notification of pending award – advises ERA.

Grant and Contract Management

• Notify PI of Special Restrictions.
• Payroll and Lab Time Card System.
• Support journal transfer/correction process as needed.
• Review/approve transactions for compliance.
• Review/approve equipment purchases.
• Advise PIs of potential problems.
• Submit Limitation of Funds letters
• Monitor spending levels and commitments.
• Advise and assist PI re No Cost Extensions.
• Monitor cost-sharing.
• Broad review of statements for allowability, with specific attention to salaries and subcontracts.
• Follow up with sponsors on prior approvals and other pending issues.
• Support timely close-out and audit processes.

• Hire Staff and Students.
• Initiate procurement transactions and journal transfers.
• Notify ERA regarding changes affecting labor.
• Initiate requests for prior approval when appropriate.
• Review/certify expenditures.
• Communication with sponsor’s technical monitor re technical issues.
• Ensure cost-sharing commitments are met.
• Deliverables.