If you are awarded a grant, please follow these steps to ensure proper reporting:
When notification of the grant award and/or check for payment of the grant funds has been received, the notice of the award will be given to the applicant and/or department chair or dean. If the applicant is notified of the award first, he or she must notify the grants manager, who will provide the appropriate notice of the award/award letter to the grants financial administrator.
After MSMU has received the official award notification, the Grants Management Office contacts the Senior Accounting Manager to assign an account number to the grant and establish the account for the deposit of funds. All expenditures and other financial activity for the grant are tracked using this number.
Any post-award reporting requirements for compliance by the grantor (the foundation, corporation or government organization) will be the responsibility of the applicant (the grantee). The applicant may work together with the grants administrator and grants financial administrator to ensure proper reporting if needed.
After MSMU has received the official award notification, the Grants Management Office contacts Financial Services to assign an account number to the grant. All expenditures and other financial activity for the grant are tracked using this number. It is important that all funding is spent as it was originally intended and in the timetable listed in the grant application. PIs must be familiar with both the funding agency policies and MSMU policies. The funding organization’s policies take precedent over MSMU’s. Alcohol and “Fly America” are, for example, two areas where federal policies and MSMU policies differ. Please contact the grants financial administrator if you will need a no-cost extension or budget revision. For federal awards, it is especially important to be knowledgeable about the compliance section of this site.
If the grants manager is notified of a fellowship or research award, either through the PI or the awarding agency, the award will be included in the provost’s report to the board of trustees and included on this website. Please use good judgment when sharing grant applications both internally and outside of MSMU. Please only share your own work and ensure that all confidential information such as compensation is redacted. If you have any questions, please contact the grants manager.
Federal guidelines require organizations to gather documentation to substantiate that the amount of salary and wages charged to federal awards is commensurate with the effort expended. Accordingly, employees working on federal awards are required to adhere to MSMU policies and procedures on effort certification.
Please refer to the Mount's policy on the responsible and ethical conduct of research.
Principal investigators on federal awards are responsible for complying with all federal regulations as well as MSMU policies laid out in the governing documents, as well as the Office of Management and Budget’s (OMB) uniform administrative requirements, cost principals, and audit requirements for federal awards.
If a principalinvestigator plans to leave MSMU during the course of a grant, he or she should contact the Office of Grants Management to discuss options and procedures. MSMU has the prerogative to:
Once a grant has expired, the senior accountant in the Office of Business and Finance will freeze the grant number, which prevents further activity from being charged to the grant. It is at this time that the principal investigator should conduct a final review of the financial reports, promptly report to the senior accountant any necessary corrections, and submit the final progress report to the funding organization. The senior accountant is available to assist the principal investigator with his/her final financial reporting. Typically, the final financial and program reporting is due 90 days after the award termination date. If there are grant funds remaining at the end of the project, those funds must be returned to the funder.