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John Carroll University / Research / Award Management

Information contained in this section will help grant awardees manage the administration of their projects in accordance with University and agency requirements.

The Office of Sponsored Programs (OSP) reviews and negotiates grant agreements, research contracts, material transfer agreements (MTAs), and other research-related documents.

Grant accounts are set up by the Manager of Grant Accounting and are handled similarly to other University accounts. Funds must be expended following standard University financial policies and sponsor-specific policies.

For additional information on post-award procedures, contact Mary Jo Levand, CPA, CFRA, Director of Sponsored Programs, or contact Tammy Wisz, Manager, Payroll, Endowment, and Grant Accounting.

The Role of the Principal Investigator (PI) or Project Director (PD)

In most cases, the project should not be started until the award document is processed by the OSP. Once the award is fully executed, the Manager of Grant Accounting will set up a grant account in Banner to track the expenditures.

Once the account is set up, the PI/PD will be responsible for the following:

  1. Carry out the work of the project in accordance with the approved scope of work.
  2. Ensure funds are spent in accordance with the terms of the grant (as specified in the approved grant budget), regulations regarding federally funded programs, and in accordance with John Carroll policies and procedures, including purchasing, travel, and hiring policies.
  3. Notify OSP of any problems or proposed changes in the grant project (such as budget, scope of work, partnering organizations, personnel).
  4. Notify OSP and other appropriate departments when hiring students and other personnel.
  5. Keep adequate records for audit purposes.
  6. Prepare and submit any required reports to the agency by the required due date. Failure to comply with agency reporting deadlines may jeopardize future funding.
  7. Complete and submit effort reports when required by the award.
  8. Complete and submit a Financial Conflict of Interest form as required for federal awards on an annual basis.
  9. Notify OSP when the project is completed and the funds spent. OSP will work with the Manager of Grant Accounting to begin closeout procedures.

Forms

  • Additional Pay Form - used to authorize additional payments (wages) for faculty and administrators from grant accounts.

Policies