Award Management

1. Roles and Responsibilities

Award management is done by the assigned Grant Manager, who is usually with the PI’s Department, or in the case of the College, it is with Office of Research Services (ORS). 

RoleResponsibility Award Management
SGCA-ORS• Reviewing, negotiating, and approving terms and conditions for grants and cooperative agreements
Accepting awards as authorized official (AOR) on behalf of Georgetown University
• Providing assistance with the interpretation of sponsor requirements and federal regulations
• Reviewing and submitting progress reports that require AOR signature
Grant Manager• Working with ORS or SPFO serving as a contact for sponsors in consultation with the PI and department business office staff as appropriate
• Approving and managing non-financial post-award activities (i.e., NCE’s, award transfers)
• Ensuring University and sponsor policies, procedures, and processes are followed
• Working with ORS, requesting award/budget amendments and no-cost extensions.
• Working with SPFO to submit award close-out certification.
• Maintaining fiscal oversight and administration including monthly reviews, reconciliations, and standardized reporting and projections to PIs.
• Working with SPFO to invoice sponsor.
• Working with SPFO to develop standard financial reports to sponsor.
• Working with PI on effort certification.
• Working with PIs on journaling incorrect expenses.
• Meeting with PI’s at least quarterly in person to review projections.
• Reviewing and approving all grant related financial transactions in GMS with the exception of ProCard expenses and payroll expenses. Grant related ProCard and payroll expenses will be reviewed after the transaction is posted.
Principal InvestigatorThe principal investigator is responsible for:
• Conducting the project in accordance with the proposal and the terms of the award. If it becomes necessary to significantly change the scope of work of the project, the sponsor’s written approval must be obtained.
• Approving the expenses charged to the project cost center. Always use the correct cost center number and account code number when charging an expense to the externally funded project.
• Managing the resources of the project so as to ensure timely and successful completion of the project.
• Filing all appropriate technical reports as required by the award document. One copy of the letter transmitting the technical report should be provided to the ORS for inclusion in the University file for audit compliance.
• Reporting any inventions and or scientific discoveries made during the course of the project to the Office of Technology Commercialization.

2. Setting up the Award

The Office of Research Services (ORS) will notify the PI, the department and the respective School Deans when an AWD cost center has been activated in the financial system GMS  and a PI may begin charging expenses to the cost center.

3. Cost Principles & Charging Costs

All charges to sponsored projects must be AARN: allowable, allocable, reasonable, and necessary for the performance of the project. Charging of expenditures to the correct account code is one of the best ways to help in ensuring compliance with award conditions. Please visit OMB Uniform Guidance.

4. Sponsored Accounting Policies

For Sponsored Accounting Policies please visit here

5. Effort Certification

As a recipient of federal funding, Georgetown University is required to comply with the OMB Circular Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; as well as other federal requirements for certifying effort expended on sponsored awards. Salary is charged to an award based on the percentage of effort that is devoted to the project. Policy 131 provides guidance regarding: 1) effort commitments for sponsored projects, 2) payroll allocations to sponsored projects, 3) certification of effort to sponsored projects.

During the academic year, salary charged to AWD accounts offsets what the University was scheduled to pay the employee. Students paid from AWD cost centers must be hired and paid in accordance with the policies and procedures of the Student Employment Office.

6. Cost Shared Guidance

Georgetown University  Policy 132 provides guidance regarding Cost Sharing for Sponsored Projects.

7. Equipment

Many sponsors will not allow you to purchase general-purpose equipment (such as computers, printers, and fax machines) unless it will be used solely for the project. Scientific equipment is generally permitted. If the equipment was not in the original proposal budget, then the PI should check with ORS to make sure it is allowable. Equipment purchases are prohibited in the last few months of an award.

8. Travel

All grant expenses for travel are subject to the University’s travel policy. All travel expenses must be documented as per University’s guidance. Travel is classified as domestic or foreign. Domestic travel includes trips within the U.S., its possessions and territories, and Canada only. However, certain agencies like NSF and NIH now consider travel to Canada as foreign. Domestic and foreign travel should be shown separately. Include transportation costs (coach airfare, Fly America Act compliant), registration fees, accommodation fees, and other related expenses. GSA domestic and U.S. Department of State foreign per diem rates should be consulted and used as a reference for hotel and meals/incidentals. Justifications and identification of the travelers are required for each trip.

Important note: Air travel on federal grants and contracts must be done on U.S. flag carriers.

9. Consultants

Please work with your department administrator and the Contracts Department to establish an Independent Contract Agreement (ICA) or a purchased services agreement. 

10. Human Subject Incentive Fees

Human subject incentive fees require the approval of the Georgetown University Institutional Review Board (IRB).

11. No-Cost Extensions

Many sponsors permit a one year no-cost (without additional funds) extension at the end of the final grant year. If you require an extension, please request one in an email to ORS at researchadmin@georgetown.edu, or in the case of the College, please contact Jacklyn Smith (js4860@georgetown.edu). ORS is responsible for obtaining prior approval when necessary and for reviewing these requests for allowability and supporting documentation.

Extensions can be made for three reasons: 1) to permit an orderly phase-out of a project that will not receive continued support, 2) to maintain continuity of support while a renewal application is under review, and 3) to ensure that the originally approved project is adequately completed. No-cost extensions are not permitted simply to use unexpended funds. After receiving your request, ORS will either complete the request via portal or send a formal extension request to the sponsor depending on the terms and conditions of the award.

12. Financial Reporting, Invoicing & Auditing

These functions are performed by the University’s Sponsored Programs Financial Operations.      

The Federal Sponsored Awards Expenditures Guideline provides general and specific guidance regarding allowability of charges to federal awards.

13. Grants Manager by Department

Please find here thelist of Grants Managers by Department