Principal Investigator Quick Reference Guide for Post-Award Administration

Congratulations on the receipt of your sponsored award!

As a principal investigator (PI), you have primary responsibility on behalf of the university for the technical and fiscal management of your project in accordance with the sponsor’s guidelines, as well as the university’s policies and procedures.

We offer personalized PI orientation to faculty and staff who wish to review key Rutgers post-award policies, available systems, tools, and resources that aid in successfully managing your sponsored program. You can arrange an orientation by contacting us at dgca1@rci.rutgers.edu.

Below are key PI fiscal responsibilities during the post-award phase of a sponsored research project.

Review sponsor award document(s)

Ensure compliance with the terms and conditions of the sponsored program, including compliance with federal and agency regulations and requirements, such as prior approval stipulations, budget limitations and overall sponsor deadlines.

Initiate the Process of Personnel Hiring or Transfer to your Project

Please work with your departmental finance/post-award administrator and assigned grant specialist to complete the necessary payroll documentation to place the assigned personnel on your project.

Subaward and Subaward Amendments

Initiate all required subaward agreements and subsequent amendments by completing the Subaward Checklist or Modification Checklist forms. Then forward the forms to the Office of Research and Sponsored Programs (ORSP) so they can prepare and negotiate with the subrecipient. Upon execution, ORSP will encumber the funds through the applicable university General Ledger system (Oracle/Banner).

Expenditure Processing

Ensure that expenditures, including any cost transfers, are processed in a timely manner, and that purchases on sponsored programs are allowable and reasonable. Review all subrecipient and consultant invoices to determine services are adequately performed.

Project Period Expenditures

Ensure all goods and services are received or performed within the project period.

Sponsor Pre-Approvals

Prepare and submit all requests through GCA for any prior sponsor approvals as required and applicable to your award such as budget modifications and no-cost extensions.

Sponsor Notifications

Notify the sponsor when significant conditions relating to your project status change (e.g., change in key personnel or effort) through the Office of Research and Sponsored Programs (ORSP) and GCA.

Equipment

Ensure that all permanent equipment purchased with grant funds is properly tagged by the university’s property management department and that all property disposition is processed in accordance with sponsor and university policies and procedures.

Time and Effort Certification Reporting

Review and certify time and effort reports related to your project by the deadlines established. Certify that the labor distributions are in direct proportion to the effort expended on the project.

Cost-Share

Ensure that all mandatory and voluntary committed cost sharing is properly documented, processed and recorded per the university’s cost-sharing policies.

Review Fund Source/Index Financial Activities

Financial transactions posted to your project must be reviewed on a regular basis to ensure the accuracy of expenses incurred, that expenditures conform to the project budget and costs are consistent with the project schedule and incurred within the project start and expiration dates. Identify erroneous expenses and work with your departmental finance/post-award administrator, DGCA, and other university offices, such as the Office of Payroll Services, to ensure that any issues and errors are addressed and corrected in a timely basis.

Project Closeout

Assist in the project’s financial closeout in accordance with GCA and sponsor guidelines.