Manage

The Principal Investigator (PI) is the lead individual responsible for the scientific, technical, and administrative direction of a sponsored project - whether a research grant, cooperative agreement, training award, public-service project, contract, or other sponsored activity - for which the University is the official recipient.

While the University is legally and financially accountable to the sponsor for proper stewardship of the award, compliance is only achievable when the PI actively fulfills their responsibilities. Effective award management is a shared effort, but the PI's engagement is essential to meeting sponsor, federal, and University requirements.

If the project includes multiple PIs or Co-PIs, each is responsible to the University - or to their home institution on collaborative projects - for proper project conduct, timely report submissions, and ensuring expenditures align with the approved scope and budget. All PIs should participate in decisions that alter budget priorities, personnel, or other key project elements.

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Key Elements of Good Grants Management

Strong post-award management includes:

• Ensuring expenses are allowable, allocable, and reasonable
• Spending funds in accordance with the approved budget
• Paying project staff accurately and on time
• Certifying effort for faculty and researchers on federally funded awards
• Following University procurement and travel policies
• Tracking and safeguarding equipment purchased with sponsor funds
• Monitoring subrecipients, when applicable
• Tracking and documenting cost sharing
• Preparing and submitting required interim and final progress reports
• Closing out the award promptly and in compliance with sponsor requirements

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Prior Approvals

Sponsors often require prior approval before PIs make significant changes to an award. Although many sponsors provide flexibility - such as limited rebudgeting authority, carryforward of unobligated balances, or the ability to incur certain pre-award costs - expenditures must remain consistent with the approved scope of work.

Under expanded authorities, many federal agencies waive prior approval for routine administrative actions. However, the PI must review the specific terms of each award to determine which actions require sponsor approval and which may be managed internally.