Manage Project

General Information

The Manage Project phase occurs throughout the entire project period of an award. This includes completing the scope of work, charging appropriate expenses to the project index(es), submitting required reports throughout the project period, submitting invoices, receiving payment, and negotiating changes to the contract as needed.

Roles & Responsibilities

The following is a general overview of the roles for those involved in managing an award:

USU Principal Investigator (PI)

• Completes the scope of work in adherence to the contract.
• Reviews expenses charged to the award to ensure that expenses are allowable per federal regulations and USU policies and procedures.
• Coordinates with Business Services if corrections to expenses need to be made.
• Submits required reports on time as outlined in the award terms & conditions.
• Coordinates with SPO if changes to the contract need to be negotiated:
  • Change of scope
  • Extension
  • Additional funding received
  • Change of PI/PD
  • Transfer of award to another institution
  • Leave of absence for PI and/or Co-I
  • Budget Modifications
• Monitors Subaward progress throughout the duration of the award.
• Ensures that cost share commitments are met during the project period.

Sponsored Programs Office (SPO)

• Assists campus by answering questions regarding the allowability of expenses.
• Monitors overdue reports and reminds faculty when reports are overdue.
• Assists with the negotiation of changes to the contract.
• Provides training to campus as needed regarding federal regulations and applicable USU policies and procedures.
• Approves International Travel Authorizations.
• Approves Capital Equipment Purchases.
• Approves Extra Service Compensation Payment Requests.
• Assists with the review, negotiation and signature of other research-related agreements such as:
  • Non-Disclosure Agreements (NDAs)
  • Material Transfer Agreements (MTAs) for incoming materials
  • Data Use Agreements (DUAs) for incoming data
  • Research licensing agreements
  • Research permits.

Sponsored Programs Accounting (SPA)

• Assists campus by answering questions regarding the allowability of expenses.
• Submits invoices to the sponsor or drawdown funding directly from the sponsor.
• Submits required financial reports.
• Reviews expenses for allowability.
• Coordinates with the PI/SPO if expenses in Banner indicate that a budget modification is needed.
• Tracks cost share expenses to ensure commitments are met.