As Principal Investigator/Project Director (PI/PD), you are responsible for the overall management of your award - from the technical or programmatic aspects, to the staffing, financial management, and reporting - with support from the OSP at every step along the way!
Please use our the quicklinks on the right or navigate to the subpages in the left menu to find helpful resources, policies, and forms.
Please do not hesitate to contact your Sponsored Research Officer or email OSP for assistance - please reach out early and often!
Once a new award has been received, your Sponsored Research Officer (SRO) will schedule a New Award Kick-off Meeting including:
to orient all personnel supporting this project with the award's specific terms and conditions, budget, prior approval requirements, SU-related policies and procedures, and reporting deadlines.
A New Award Overview, updated with the project's specific information, will be reviewed and provided to all attendees.
The New Award Kick-off meeting and remaining sections of this webpage, Sponsored Projects Expenditure Guide, and the Budget Management webpage serve to support the PI and project budget manager throughout the life of the project. Please contact your SRO or the OSP with specific questions!
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Please use this form to request and justify changes to your project including budget revisions, no cost extensions (NCEs), changes in personnel, and changes to scope of work. |
Institutional Prior Approval Form Flowchart |
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Budget Input Form (BIF) |
This form will initially set-up your budget in SU's accounting system after review at the New Award Overview meeting. It will also be updated for each budget or project period revision. |
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Journal Entry (JE) |
This Controller's Office form is the mechanism used to correct an error or unallowable charge on a sponsored project. It must be accompanied by a Cost Transfer Justification Form (see below). |
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This form documents why an after-the-fact cost transfer is necessary on a sponsored project. It must accompany all JE's affecting a sponsored project. |
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This form is required for any subcontract (including independent contractors) paid in part or whole by a sponsored project. |
See the Subcontracts section of Personnel Management webpage |
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Quarterly Report & Payroll Certification
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The Grant Accountant will provide this financial overview on a quarterly basis for PI and budget manager reconciliation and certification. Additionally, this report will include a quarterly summary of payroll charges for all personnel compensated by the project to be reviewed and certified by the PI. Read more here: Compensation Charges Overview & Example |
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).
Please review all sponsored project related compliance areas for next steps that may be required within your project.
All compensation on a sponsored project must be budgeted and approved by the sponsor prior to paying the individual. Compensation is approved by the sponsor either at the proposal and award stage (it was included in the original budget), or compensation can be re-budgeted through the Institutional Prior Approval Process (see: Revisions to Project Scope and/or Budget below).
Find more information on how to hire or pay individuals budgeted on your award here.
Seattle Univeristy is committed to excellence in research, including ethical and responsible conduct. To fulfill this obligation, all research personnel – students, staff, volunteers, and faculty – must complete Responsible Conduct of Research Training through our subscription with CITI, at least every four years. This is required for all NSF and NIH personnel and strongly encouraged for all other researchers to uphold SU's commitment to responsible and ethical research.
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:
Please review Grant Accounting Roles and Responsibilities to understand your role in sponsored projects financial accounting.
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) (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.
Once the change is approved, your Sponsored Research Officer will issue an updated Budget Input Form if the budget or timeline of the project was revised.
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:
This process should take place within 90 days of the grant’s end date.