Post-Award Support
| Post Award Support | Description |
|---|---|
| Account Creation | |
| Account Structure | Determine the need for # of funds to build (multiple internal collaborators), subcontract funding distribution, cost share requirements, child account needs, restrictions on CF. PI can dictate if they want child indexes for Co-PIs or equipment |
| Financial Compliance | Financial reports and other required deliverables, identify the format, frequency and dates throughout the life cycle; NU-RES central will provide notifications, HUB Post will provide the financial support |
| Subcontracts (outgoing) | |
| Invoice Review & Approval | Hub Post will review and discuss with PI if needed on invoice approval. PI must approve invoice for payment and send back to NU-RES RA |
| Subrecipient Financial Monitoring | Track subrecipient invoices and budget vs. actual expenditures; prompt subrecipients for timely invoices |
| Subrecipient Closeout | Hub Post completes final reconciliation of budgets and invoices; confirms with PI that all deliverables are completed; supports NU-RES RA with timely collection of final subrecipient invoices and any required subrecipient closeout documents (equipment, release of claims, etc.) |
| Award Management | |
| Transaction Review & Approval | Review and approve ledger-5 transactions; provide guidance to PI/Department as needed during the initiation of transactions |
| Routine PI Meetings | Review all expenditures with the PI/Department at minimum quarterly for post monitoring analysis and correct any errors/make adjustments as needed. Identify prior approval needs if any, discuss upcoming deadlines, burn rates/projections and project needs |
| Department Portfolio Review | Collaborate and meet with Department representatives (e.g., business managers, budget analysts, or ADAF) to discuss research portfolio overall. |
| Prior Approval Requests | Initiate prior approval requests and send to RA for submission to sponsor |
| Deficit Resolution | Work with PI and departments if deficits occur. Hub Post should be aware of deficits as they occur. ResFin to support by providing reports. PI to support/advise in rectifying with the assistance of Hub Post. |
| Cost Share Spending | Ensure cost share requirements are met and charged to the project compliantly; track cost share scenarios that occur outside of the Banner financial system (e.g., third-party cost share) |
| Funding Cost Share Accounts | Initiate K2 form that will fund the CS account and charge the operational accounts for cost share requirements |
| Monthly Time & Effort (T&E) Reporting | Hub Post provides monthly expense reports, including personnel effort; PI to review reports upon receipt |
| Time & Effort Allocation Updates | PI requests any necessary effort allocation adjustments; Hub Post initiates T&E adjustments; ResFin reviews and approves |
| Review Annual T&E Certification Reports | Hub Post reviews annual T&E with PI |
| Final Reports/Close Out | |
| Financial Reconciliation | Hub Post collaborates with PI to confirm final transactions; coordinates with ResFin to complete final reconciliation of the award for PI approval |
| Financial Reports | ResFin prepares final financial reports based on approved final reconciliation and routes for Hub Post/PI review and approval |
| Residual Balances/Sponsor Refunds | Hub Post determines whether residual balance can be retained by NU or requires refund to sponsor; collaborates with PI and Department to confirm transfer-to indexes and amounts for residual balance transfers; initiates balance transfer or sponsor refund request to ResFin |
| Final Documents/Closeout Packages | Hub Post collaborates with PI, Dept, and ResFin as needed to complete closeout packages or other final documents |
Last Updated on June 28, 2023