Manage an Award

Sponsored Project-specific forms

• Institutional Prior Approval Form
  • This form is required to request budget revisions, no cost extensions, personnel changes, or other significant budget or programmatic changes to your award
• Cost Transfer Justification Form
  • This form must accompany any journal entry submitted affecting a sponsored project. Please submit this form directly to the Grant Accountant in the Controller's Office with the JE.
• Closeout Form
  • to be used after a project has concluded

Other helpful offices

• Controller's Office 
  
  • Manages payroll, accounts payable, and accounts receiveable; owner of the journal entry form and wire transfer form
• Faculty Services
  • Manages faculty personnel matters; payroll action form and faculty stipend request
• Student Financial Services
  
  • Can assist with matters related to student employees and student scholarships
• ProcureSU

Once an award is received, the project staff needs to carefully review the award agreement or contract, including award attachments and adhere to all terms and conditions. OSP will assist in communicating with SU legal and the sponsor, should any provisions need interpretation.  The PI/PD is responsible for carrying out the project in compliance with all sponsor terms and conditions, federal, state and local laws, and Seattle University policy.

Please note: All new awards, contracts, or subcontracts must be signed by our Authorized Organizational Representative (Provost or designee).

It is the responsibility of the PI or Program Director to reconcile your financial transactions to ensure accuracy. The Controller's Office provides several tools to assist:

• Power BI: SU financial reporting system based on fiscal year
• Projects Accounting: Grant specific financial reporting system based on project period and includes a budget to spending comparision
• Quarterly Financial Reports: these reports will be sent for your review and approval from the Grant Accountant

Learn more about managing your budget.

All costs proposed or incurred on a sponsored project must comply with the approved scope of work and budget, general sponsor terms and conditions and University policies and procedures.

The Principal Investigator of a sponsored project is required to report major deviations from budget, staffing, project timeline and project scope. 

When a change is necessary, please complete the Institutional Prior Approval Form (IPAF) and submit the signed form to the OSP. The OSP will review and determine if sponsor prior approval is required based on sponsor policies and the award agreement. Should sponsor approval be necessary, OSP will submit the request and justification as detailed in your IPAF with the sponsor. 

The PI is responsible for submitting accurate and timely reports to the sponsor. OSP offers notification and review support while the Grant Accountant will provide the financial report. After the post-award meeting, OSP will send report reminders to your Outlook calendar. These notifications will remind you of upcoming reports 6 weeks before the sponsor due date. 

Programmatic Reporting. The PI is responsible for completing any technical/programmatic reports required by the sponsor. 

Financial Reporting. The Grant Accountant in the Controller's Office will provide the financial report as required by the sponsor.

If the report requires an institutional signature, OSP will facilitate this through the Provost’s Office. 

At the grant’s end date, the SRO will initiate the close-out process by sending the closeout checklist to the PI and Activity Manager. Closing the grant includes:

• Ensuring all personnel appointments are removed
• Purchases have cleared the budget
• Cost share requirements are met
• Unallowable costs are removed
• Subcontract invoices are received
• Effort reports (if required) are certified
• All sponsor funding is received

This process should take place within 90 days of the grant’s end date.