Post-award phase

During this phase, the office of Grants and Sponsored Projects of Academic Affairs must have all documents and information required to establish a complete file, including:

• A copy of the "funded" proposal and all revisions.

• A copy of the official award letter.

• A fully executed contract.

  • A fully executed contract is the legal commitment with the funding agency indicating it will fulfill its financial obligation, relieving CSU of the potential risk associated with losing state funds.

  • The contract should include specific information that enables us to establish, monitor and administer the program in conformity with all external audit requirements.

  • The contract will specifically address the reporting requirements expected by both the program director and financial department.

• The file must contain an approved budget. This may not be the same budget that was included in the proposal. If it is not funded for the requested amount, a new budget that conforms to state Board of Regents' policies must be constructed to equal the funded amount. Normally, this phase is the most difficult part of the post-award phase. To simplify this step, complete a budget worksheet and adjust the original budget proposal to reflect the funded amount of the grant.

Assigning sponsored-restricted account numbers

Account numbers are assigned once an approved budget is in hand along with all other information contained in the grant file. A budget is constructed according to the state Board of Regents policies and procedures and then forwarded to the Budget Office to be included in the next budget amendment and reflected on CSU's accounting records. The principal investigator will then be notified of the grants administrator and account numbers for the project.

Program initiates expenditures

Once the PI has been notified of the established account numbers, expenditures may begin as outlined in the approved proposal and reflected in the approved budget. The PI then becomes a full-fledged entrepreneur of a small business. There may be personnel to pay and supplies to purchase. The dean and PI are ultimately responsible for expending funds in compliance with all federal, state, local, private, Board of Regents and institutional regulations. The office of Grants and Sponsored Projects of Academic Affairs is available to provide support and financial services to the PI and his or her staff.