Post-Award: Current Grant Administration

About Us

The Office of Research, Scholarship and Innovation (ORSI) post-award administration team is here to assist faculty and staff with their sponsored project(s) by managing the financial administration and financial compliance aspects of the project.

This site provides information and resources to help with post-award administration of sponsored funds, compliance, and reporting requirements for these funds.

Who We Are

Margaret Murphy, Grants & Contracts Specialist | mmurphy22@naz.edu | 585-389-2381 | GAC 208

  • Post-award contracts and agreements
  • Post-award grants accounting
  • Support pre-award budget proposal and justification

Jane Peskor, Grants Assistant | jpeskor2@naz.edu | 585-389-2619 | GAC 201

  • Post-award grants accounting

Carly Ehrmantraut, Grants Assistant | cehrman0@naz.edu | 585-389-2866 | GAC 201

  • Post-award grants accounting

Jennifer Meisenzahl, Program Coordinator, Project RISE & Grants Assistant, Center for Spirituality | jmeisen1@naz.edu | 585-389-5179 | GAC 200D

  • Post-award grants accounting

What We Do

We work closely with both the sponsored project Principal Investigator or Project Director (PI/PD) and other Nazareth University departments to ensure all financial aspects of the project are implemented according to Nazareth policy and ensure compliance with the Federal Uniform Code. We specialize in grant and University policies, allowing Nazareth University to be a responsible steward of all awarded funding.

Taking a coordinated, effective, and strategic approach to sponsored project funding, the post-award team leads the process of developing a proposed budget, managing the financial life cycle of the project, and closing out the award. This support allows the PI/PD to focus on running an amazing project! Our collaborative approach ensures that the best possible outcomes are achieved by the sponsored project.

The post-award team works with PIs/PDs to:

  • Create budget proposal for the initial grant application
  • Determine how to allocate funds once budget has been approved
  • Ensure compliance with sponsor’s terms and conditions and alignment with Nazareth's policies and Federal Uniform Code
  • Track grant spending and maintain grant documents, updating PI/PD of spending status and any variances
  • Prepare financial reports on awards received by Nazareth University
  • Provide training for faculty and staff in the areas of sponsored program management 
  • Complete and submit the following:
    • Reimbursements for travel and other purchases as part of the sponsored project
    • Financial Aid awards
    • Human Resource forms for personnel working on the sponsored project, including employee and student stipends
    • Graduate Assistant course waivers
    • Payments via invoice from an outside service provider
    • P-Card Purchases

Our Process

Congratulations, you have received an award! What happens next?

ORSI often receives the award notice and documentation directly from the sponsoring agency. However, if you receive the award notice and/or award documentation, please send all original documents to ORSI to process the award. Do not sign or submit any documents to the agency yourself. Only the officially designated signatory for the University can sign an award or obligate the institution in any manner. 

ORSI will review the award documentation, address any issues/concerns, secure the appropriate signatures, and officially accept the award including returning required documentation to the sponsoring agency. ORSI will provide copies of the award documents and provide information on reporting sponsors' requirements for managing the award to the PI/PD.

Award Administration and Processing Steps 

  1. Award Notice received by ORSI or by the PI/PD
  2. Award Documents reviewed by ORSI and the PI/PD 
  3. Additional Information/Documentation, Contract Negotiation, and/or Approval Signatures Secured  
  4. Approve Award Documents Submitted to Sponsoring Agency  
  5. Review the original budget of expenditures for the project   
  6. ORSI will collaborate with the Controller’s office to set up the accounting for the grant award
  7. Coordinate and review of all expenditures. Ensure expenditures are appropriate, allocable and reasonable 
  8. Program performance reports will be prepared by the PI/PD. ORSI will prepare the required financial reports 
  9. Award and Budget Close-Out  
  10. Records Retention: Grant documentation retained within ORSI for the period identified in the Notice of Award for each grant. If the sponsor does not provide a records retention policy, the documents will be saved for a period of seven years.

Here is an example of how ORSI works with university departments to manage grant finances:

You’ve received a grant that will pay a portion of an employee’s salary. This percent has been approved by the Dean, Vice President, and Department Chair during the grant application process. Now that you’ve been awarded the grant, an ORSI post-award team member will complete a Notice of Personnel Action (NPA) form, indicating the percentage of the employee’s salary to be paid from the correct personnel grant account line. This will be signed by the PI/PD, an additional ORSI team member, and the Dean/VP. The ORSI Post-Award team member will then send the NPA form to Human Resources to be processed by HR and Payroll. The employee will not see a change in their total salary amount, but the portion allocated to the grant will become effective the next payroll period (according to the payroll schedule).

FAQ

What is the difference between ORSI, Development, and the Controller’s Office?

ORSI works to secure grant funding, while Development works to secure donations. Grants require a formal application process, while donations are acquired through various activities (events, relationship-building with external partners, community relations, etc.) If you have a project idea you’d like assistance finding funding for, ORSI and Development will work together to find which avenue of funding would work best for your project idea.

The Controller’s Office manages all University finances. ORSI works with the Controller’s Office to ensure compliance with institutional policies and proper financial reporting for the grants awarded.

How do I make a P-card purchase charged to my grant?

ORSI has a designated P-card to be used for grant purchases. If you need to use the ORSI P-card for a purchase for your grant, please contact your grant’s ORSI administrator for the P-card information.

How do we share with the campus and/or the community about a new grant-funded project?

We love to see the great work you’re doing shared with our campus and community! If you’d like to share your grant-funded project, you are welcome to reach out to the Nazareth Marketing & Communications department. If you’re unsure where to start, the ORSI team is happy to make a connection to a Marketing & Communications team member.

How do I keep track of my grant spending?

An ORSI Post-Award team member is assigned to your grant and is responsible for tracking expenses against the approved budget and will share updates with you on budget balances.

What do I need to do at the end of my grant cycle?

Each grant has different reporting requirements which are outlined in your Notice of Award document. Typically, a Performance Report is required, which the PI/PD is responsible for completing. The ORSI Post-Award team member working on your grant will complete and submit financial reporting. Additional reporting requirements will be determined who completes and submits between you and the ORSI team member working on the grant.

"Provides invaluable support"

"Receiving a grant is both an incredible opportunity and a significant responsibility. The ORSI office provides invaluable support by ensuring compliance at both internal and external levels. Their commitment to understanding the unique aspects of your grant allows you to focus on fulfilling the objectives of your funding with confidence and clarity."

-Eileen Radigan and Lisa Hiley, Rochester Scholars for Early Intervention (Project RISE)