Post-Award Administration
What is Post-Award Administration?
The post-award phase begins once a proposal has been approved and funding has been awarded. This stage encompasses all activities related to managing and administering the grant to ensure compliance with sponsor requirements and institutional policies. Key responsibilities include:
- Implementing the grant: Initiating the project according to the approved scope of work and budget.
- Monitoring expenses: Tracking expenditures to ensure they align with the approved budget and funding guidelines.
- Reporting progress: Submitting technical and financial reports as required by the sponsor to document project outcomes and spending.
- Closeout: Completing all final reports, reconciling accounts, and ensuring all obligations are met at the end of the project period.
Effective post-award management ensures accountability, compliance, and successful project completion.
Notice of Award
An award notification, agreement, or award letter serves as official confirmation that a Principal Investigator’s (PI) proposal has been funded. If the award notification is received directly by the PI or department, it must be forwarded to the Office of Sponsored Programs immediately.
The Office of Sponsored Programs is responsible for reviewing and processing all award notifications on behalf of Southern University and A&M College to ensure compliance with institutional and sponsor requirements. The Vice Chancellor for Research is the only authorized institutional signatory for the university and is responsible for executing all sponsored program agreements.
Award Negotiation and Setup
The Post-Award Specialist is responsible for ensuring that all terms and conditions of an award are acceptable to all parties, including the sponsoring agency and Southern University. This review helps confirm that the agreement aligns with institutional policies and sponsor requirements.
In addition, the Post-Award Specialist assists the Principal Investigator (PI) or Project Director (PD) with budget setup and the preparation of all necessary documentation required to request a Southern University account number, enabling proper financial management of the award.
Account Setup and Structure
Once the Office of Sponsored Programs receives the fully executed agreement, the next step is to establish a Southern University account for the funded project. This account enables proper financial tracking and management of project expenditures. The OSP Post-Award Specialist will assist with setting up and revising budgets for all funded sponsored projects to ensure accuracy, compliance, and alignment with sponsor and institutional requirements.
Common Elements for Account Setup
- New Awards: (1) Proposal, (2) Fully Executed Agreement, (3)OSP Initial Budget Form, (4) Detailed Budget Justification, and (5) Position Number Assignment Request Form
- Continuations: (1) Executed Amendment, (2) OSP Budget Revision Form, (3) Detailed Budget Justification, and (4) Position Number Assignment Request Form
Post-Award Forms
The OSP-required post-award forms are available on the Post-Award Forms page.
Helpful Links:
The Office of Sponsored Programs offers Pre/Post-Award Training to give new and continuing researchers an overview of the entire proposal and award lifecycle.
Click Here to send a request to our staff.