Manage Project

Overview

In this phase of managing your award or project, a variety of tasks come into play to ensure the project is successful, compliant, and eligible for additional funding. Your research administrator (RA) will manage the budget, and may be responsible for managing subcontracts handling students such as Graduate Student Research Assistant (GSRAs) and other personnel assigned to the project. Here also, specific reporting requirements come into play for sponsors such as the National Institute of Health (NIH).

Following are the main areas that need to be addressed when managing a successful project.

Budget/Financial

• Administrative Support Costs in Existing Awards
• Budget Reallocation Process (formerly 7471)
• Graduate Student Research Assistant (GSRA) Cost Estimates - GSRAs on projects have tuition and salary costs that should be considered.
• Salaries
• Staff Fringe Benefit Tools and Link - Benefits of staff should be considered on sponsored projects budgets.
• For all other personnel matters, please see your school or college department administrator for your specific procedures regarding allowable costs.

Staff/Students/Personnel

• E-Verify - Any employee working on a federal contract must be E-Verified.
• Extended Leave or Sick Leave - Extended Sick Time Pay (staff and faculty) and Extended Leave (research fellows) are not allowable expenses on sponsored funds, but the U-M Office of Research maintains a central fund to cover these charges. Notification should happen prior to the leave.
• Graduate Student Research Assistant (GSRA) Cost Estimates - GSRAs on projects have tuition and salary costs that should be considered.
• Jury Duty (See Standard Practice Guide)

Ethics & Compliance

• Ethics & Compliance Page
  • Animal Use & Care, Humans, Conflict of Interest, PEERRS, Biosafety, and more
• Export Controls -Travelling Internationally
• External Audit Cost Advisory for Non-Federal Sponsors
• Visa (Travel) Charges

Reporting

• RPPRs
• Inventions & Discoveries - Patent and invention questions (or those related to protecting and developing intellectual properties that come up as part of the project) should be directed to the Office of TechTransfer patent administrator (ottrequests@umich.edu).
• Research Tools - If a research tool is created in the performance of the project that has not previously been disclosed to U-M Tech Transfer, please submit an invention report describing the research tool here: https://techtransfer.umich.edu/for-inventors/submit-your-innovation/

Resources

• Post Award Change Process and Form
• Friends Account in eResearch - Job Aid on how non-U-M personnel can obtain access to eResearch.
• Research Faculty Policies and Procedures
• Subrecipient Monitoring Guide and Roles & Responsibilities Appendix (Finance) - Refer to this for an overview of departmental and central administration roles and responsibilities during a subaward.
• • Federal Subrecipient Monitoring Guide (.doc)
  • Subrecipient Monitoring Roles and Responsibilities

Changing the Department ID

• To change a department ID on an active award, please see the Post Award Change Form (above).
• To change a department ID on a sub-P/G (project grant), contact your Finance-Sponsored Programs Customer Service Coordinator for your Department.

Finance-Sponsored Programs Support for Post-Award Administration

• Customer Service: Manages the Project/Grant Lifecycle and Rules and Compliance questions
• Reporting: Manages Research Reporting to meet sponsor guidelines and reconciles A-21 issues
• Funds Request:
  • Handles Project Billings and Receivables
  • Funds Distribution and handles any special billings and the reconciliation of the various federal letters of credit that are used to fund projects.
• Office of Contract Administration: Responsible for reviewing and signing contracts and grants associated with sponsored projects, preparing and administering Subcontracts
• The Finance-Sponsored Programs customer service area is the main contact area for Post Award Administration. Their customer service coordinators are assigned to each of your departments. 

Financial Reporting (Uniform Guidance)

Sponsored Programs prepares the financial status report (FSR) in accordance with the Uniform Guidance (2 CFR 200) (formerly OMB Circular A-110). The Uniform Guidance guidelines set forth detailed requirements with respect to the complete and timely submission of financial reports and other such closeout procedures for federal grants and contracts. Failure to adhere to these reporting requirements in connection with a specific grant or contract may result in the withholding by the federal agency of new awards campus-wide or the suspension of payments for costs incurred by the University on other projects funded by the agency.

• Uniform Guidance - Financial Reporting