Office of Grants and Sponsored Programs

General Information

After your project is funded and while grants are being distributed, there is still work that must be completed. The Office of Grants & Sponsored Programs, in conjunction with the Business Office, will help you in the post-award process. Along with the Principal Investigator, the University administers all external awards received on behalf of a faculty member. The PI and the designated administrator, Gwendolyn Ashley, both sign off on all expenditures. She oversees compliance with the agency's regulations and procedures and files any financial reports that may be required, while the faculty member is responsible for meeting program reporting requirements. Gwendloyn Ashley will discuss oversight of activities such as time and effort reporting, approval of expenditures, and timely submission of reports.

Contact Gwendolyn Ashley for assistance with:

• Understanding complicated funder requirements (e.g., budget forms, reports, etc.)
• Revising grant award budgets in accordance with sponsor guidelines
• Negotiating continuing awards with Federal and non-Federal sponsors
• Non-financial post-award matters (e.g., no-cost extension requests)
• Understanding employment procedures and forms, and processing travel requests
• Sourcing and purchasing equipment

 The information is designed to give you an overview of the post-award process. However, it is strongly encouraged that you remain in contact with the OGSP during this complicated stage of grant management.

FAQ – Post Award - Contains answers to the most commonly asked questions during the Post Award process.

Managing Grant Funds - Contains guidelines and explanations to help you manage the funds received from your funder. Every funder is different, however, so make sure to read their individual guidelines closely.

Grant Close-Out Process - Details the final steps required as you near the end of your grant period.

Final Payment - Details requirements for final payment to be accepted by sponsors.

FAQ – Post-Award

Which award documents must the OGSP review and sign?
If the sponsor requires financial reporting, invoicing or auditing, the OGSP must sign the award documents. The OGSP is often considered the "authorized organizational representative."

What do I do with checks received in my department?
Checks received in a department as payment for sponsored projects should be brought to the Business Office in Dwight Hall. Please include any documentation or notes received from the sponsor that indicate the sponsor's account number.  

Do I have any reporting requirements?
Each award is unique, but generally, at a minimum, a final financial and/or narrative report is required at the end of the project. The awarding agency may also require more frequent reports on a monthly or quarterly basis.

Am I permitted to re-budget funds on my project?
Each sponsor has different rules for re-budgeting. For example, government sponsors typically permit flexibility in re-budgeting as long as the re-budget does not represent a change in scope.
Foundation and corporate sponsors may permit re-budgeting of 10 percent of total costs or 10 percent of a particular budget line.   

What is cost-sharing?
Cost-sharing is the financial support contributed by FSU to a sponsored project. 

What is a no-cost extension?
A no-cost extension is defined as, “An extension of time beyond the current project period's end date in order to complete the scope of work on the project.” Contact Patricia Bossange for details on obtaining a no-cost extension.

Managing Grant Funds

Unallowable Costs
Certain costs are associated with grants or grant-related travel that are not covered in the grant funds themselves. These are called unallowable costs.

Examples of unallowable costs:

• Entertainment (including amusement, diversion, and social activities and any costs directly associated with them)
• Alcoholic beverages
• Alumni activities
• Costs of organized fund-raising
• Costs of goods or services for personal use of the institution's employees regardless of whether the cost is reported as taxable income to the employees
• Costs incurred either before the start of the project period or after the expiration of the project period
  
  

Transferring an Award
Sponsored program agreements are awarded to the institution and not to the individual. If you are transferring a sponsored agreement from another institution to Framingham State University or if you are leaving FSU and intend to transfer a sponsored agreement to another institution, please contact Patricia Bossange as soon as possible for assistance.

Remember when transferring a sponsored agreement to Framingham State University:

• The awardee (previous) institution must agree to relinquish the sponsored agreement before it can be transferred
• A new application must be submitted to the sponsor from Framingham State University that includes all FSU applicable rates

Grant Close-Out Process
The OGSP will remind Project Directors/Principal Investigators of the end date of funded projects in order to close-out all financial obligations in advance of the end date. Any charges incurred after the end date will be returned to the department.

Generally, FSU is allowed 90 days to officially close an award, meaning the OGSP has up to 90 days to correct errors, post charges that were incurred before the end date and address other close-out requirements such as final narrative reports.

Final Payment
As a reminder, many sponsors will not remit final payment until satisfactory final program, and financial reports have been received and accepted. The OGSP will help you meet these requirements and avoid having your department charged for expenses that cannot be paid by the grant or contract due to incomplete reporting.