Research and Creative Activity Hub Team

RCA Hub Administrative Tasks in the College of Arts and Sciences

Stage 1: Proposal Development

Connect primary investigator (PI) with resources to better assist with needs (proposal support).

Stage 2: Pre-Award Actions

Liaise between primary investigator (PI) and Office of Sponsored Programs (OSP).

• Review internal budget for accuracy
• Review budget justifications/narratives, make recommendations
• Review and approve proposal forms to input F&A distribution and surplus deficit information
• Document conflict of interest forms for co-PIs
• Document internal discussions/agreements
• F&A arrangements
• Management of projects across multiple colleges/departments

Stage 3: Award Acceptance Actions

• Submit advance department ID, spending requests
• Update internal budget and cost share forms as needed
• Coordinate with OSP Grants, Contracts Officer, and PI to work through difficult award acceptance issues

Stage 4: Post-Award Actions

• Liaise with OSP
  • Attend new award meetings
  • Collaborate with OSP SPA to support award management, financial progress, and anomalies
  • Assist PI with reporting a change in scope/project personnel to OSP/Sponsor as needed
  • Submit budget adjustment requests (BAR)
  • Submit no cost extensions (NCE)
• Monitor budget
  • Maintain accuracy
  • Split up into separate projects as needed
  • Initiate and monitor cost share
  • Reconcile budgets, communicate to PIs monthly
  • Provide recommendations to PIs and forecast spending based on internal budget and budget justification for awards
  • Journal entries/budget transfers to clear cost share accounts during award period in collaboration with Department Business Managers
• Submit purchase requisitions, expense reports, invoices, purchase orders
  • Ensure accuracy and compliance of expenditures
  • Set up vendors in PaymentWorks as needed
  • Review and submit sub-award invoices
  • Ensure sub-award expenses are posted, work with OSP SPA to communicate problems
• Complete payroll, hiring, independent contractor actions
  • Summer salary/supplemental pay setup
    • Employee costing changes
    • Course buyouts
    • Journal and payroll corrections
• Submit travel authorizations
  • Encumber related funds on budgets
• Notify PIs with closeout reminders (30,60,90 days in advance)

Stage 5: Award Closeout Actions

• Identify outstanding costs at the end of the award period
• Confirm final balances with OSP SPA and provide appropriate accounts for transferring deficits/surplus