Award Management

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
Grant Manager• Reviewing, negotiating, and approving terms and conditions for grants and cooperative agreements
• Accepting awards as authorized official (AOR) on behalf of Georgetown University
• Serving as primary 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)
• Providing assistance with the interpretation of sponsor requirements and federal regulations
• Reviewing and submitting progress reports that require AOR signature
• Ensuring University and sponsor policies, procedures, and processes are followed
• 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.

Award Terms & Conditions

Each award has unique terms and conditions and the best way to manage an award is to understand the requirements for each.

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

Managing Award thought GMS

AWD and GR Cost Centers: 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.

Salary: Salary is charged to an award based on the percentage of effort that is devoted to the project. 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.

Fringe Benefits: For current Fringe Benefits Rates at Georgetown University please visit Rates & Facts

Consultants: If you need to pay an individual as a consultant (i.e., an independent contractor) under a grant, please contact Financial Affairs Office  to establish an Independent Contract Agreement (ICA)


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.

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. Please visit Travel Policies, Procedures, Guides & Forms

For Foreign Travel please refer to Appendix 1 of University’s travel policy.

Important note: Air travel on federal grants and contracts must be done on U.S. flag carriers. Travel on foreign carriers is not permitted on federal awards with the exception of code share travel. U.S. flag carriers have entered into code share agreement with many foreign carriers. Travel is permitted on foreign carriers with code share agreements with U.S. flag carriers as long as the flight is ticketed through the U.S. flag carrier to the final destination or furthest destination serviced by the U.S. flag carrier. Any questions concerning this policy should be directed to ORS.

Subcontracts: Please work with your department administrator and the Contracts Department to establish an independent contractor or a purchased services agreement.  Payments to subcontractors are processed by Sponsored Programs Financial Operations.

Non-U.S. Citizens: If any faculty, staff, or potential consultants on your project are not U.S. citizens, then contact the Tax Department at ext. 7-5448 or 7-5449 for guidance. They will instruct you on the forms that must be completed and interpret the tax treaties for the individual’s country of citizenship. This is especially important because the amount the individual is taxed is governed by the U.S. tax treaty with the particular country. GU must honor each country’s treaty.

Cost Sharing Please visit here

Georgetown University  Policy 132 provides guidance regarding Cost Sharing for Sponsored Projects. For additional Guidelines on Cost Share please visit Sponsored Programs Financial Operations.

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

Indirect Costs: Indirect costs or IDC (called Facilities and Administrative [F&A] Costs by the Government) are costs that are not directly attributable to a project but that provide the project with an indirect benefit. The University, like all other research Universities, has negotiated an indirect cost rate agreement with the federal government NICRA. This agreement stipulates the IDC rates that may be charged for research and instruction projects. Private foundations and corporate sponsors may or may not permit indirect costs. If a non-governmental sponsor does not have a written policy on indirect costs, please follow University guidelines that can be found under Rates, Facts & Figures.

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.

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.

Financial Reporting, Invoicing & Auditing: These functions are performed by the University’s Sponsored Programs Financial Operations.