Completing a project and providing accurate financial information to project sponsors are only two of several responsibilities UACES has as the steward of sponsored funding. Federal, state, and local laws, as well as institutional policies and procedures, must be followed and documented throughout a project’s life span.
As steward of sponsored funds, Office of Sponsored Programs ensures expenses are eligible for reimbursement and invoiced and received in a timely manner; the project remains on schedule and the sponsor receives timely progress reports; and financial reporting is accurate and in compliance with laws or guidance received from the project sponsor. These documents offer an overview of the reimbursement and reporting process as well as sample forms.
During the course of a sponsored project the original agreement may need to be amended or modified. These documents explain common justifications for amendments and offer an overview of the amendment process.
- Overview of Award Modifications - Explanation of when and why modifications may be necessary
- No Cost Extension - Example of a letter requesting a no-cost extension for a project
- Sample NIFA No Cost Extension - No-cost extension letter for NIFA project
- Sample Change In PI - Example of Request
- Sample Budget Modification - Example of Request
- PI Alerts and Notifications - Documents a PI may receive over the course of a project
IRB and Other Compliance Issues
The following documents provide an overview of some of the PI’s responsibilities and considerations before, during, and after a project.
- Financial Conflict of Interest - How to Avoid Them!
- Misconduct of Science - Conducting Academically-Acceptable Research
- Institutional Animal Care and Use Committee (IACUC) - Ethical Use of Animals in Research
- Export Controls - Requirements for Communicating Research and Findings to those in Foreign Countries
Internal Review Board Links
UACES PIs should reference one of the following Institutions IRB sites for information on Research Involving Human Subjects, Bio-Safety, Environmental Programs. UAMS.edu can also be consulted.
Project sponsors and the institution must follow specific guidelines before, during, and after the project. The attached files provide an overview of several of these guidelines as well as links to federal documents /circulars completely outlining the recipient’s responsibilities associated with a sponsored project.
Office of Management and Budget Circulars
- Cost Sharing - How to Handle Sponsored Projects Requirements External Cost Share
- Cost Principles Reference Guide for Federal Awards
- Grant or Gift? - What's the Difference and Why does it Matter?
- Budgeting - Tips on Preparing Budgets for a Sponsored Project
- Data Management - Requirements for Protecting and Storage of Data During and Following a Project
- Data Management Plans - What Data will you create? How will you manage it?
- Acknowledgement of USDA Grant Funding in Publications- Requirements for recognizing sponsor contribution to a project when publishing materials.