Award Management

The CFOS Grants Management Team’s role in the award management process is to serve as a liaison between the Office of Grants and Contracts and the Principal Investigator, and to assist in achieving the agreed-upon Statement of Work for the project while maintaining sufficient fiscal controls to ensure compliance with:

Terms and conditions of award
State, local and federal regulations
Generally Accepted Accounting Principles (GAAP)
University Administrative Policies & Procedures Manual (UAPPM)

Proposal development is housed under our Shared Services Model with the Geophysical Institute. Contact uaf-opd@alaska.edu for more information.

For questions regarding awards, proposal procedures, or other requests, please contact the Office of Grants and Contracts Administration at uaf-ogca@alaska.edu.

Award Setup

CFOS receives award notifications from the Office of Grants and Contracts (OGCA). The CFOS Grants Management Team is responsible for reviewing the award and comparing it with proposal documentation (budget, statement of work, etc.) to ensure continuity. Budgets are keyed in Banner and submitted to OGCA for processing. Once processed by OGCA, the Grants Management Team will notify the Principal Investigator of their new grant and fund numbers.

Award Management

During the life cycle of an award, a PI may find it necessary to modify certain aspects of the award, such as rebudgeting funds or extending the end date. Prior approval is required in some cases. Check with the CFOS Grants Management Team if you’re unsure.

Common Prior Approval Requests

No-cost extensions
Change in key personnel
Rebudgeting
Changes to Statement of Work

For National Science Foundation and other select agencies, please see the Agency Prior Approval Matrix (PDF).

Other Grants Management Duties

Cost Transfers – Journal Vouchers and Labor Reallocation forms. Best practice is that cost transfers are moved within 60 days after hitting Banner. Costs can be moved beyond this timeframe under special circumstances.
Match tracking
Effort reporting
Assisting with subawards
Biweekly project update financial reports to PIs

Award Closeout

The Grants Management Team sends notifications to the PI at 90, 60, and 30 days prior to a project’s end date to ensure certain conditions have been met. This process ensures that closeout requirements are met prior to official closeout of an award by OGCA. If you have questions, please contact Patrick Church.

Effort Reporting

Grant Effort Reporting is key to maintaining federal compliance with OMB A-21 section J-10 (c) 1.e, which states, “At least annually a statement will be signed by the employee, principal investigator, or responsible official(s) using suitable means of verification that the work was performed, stating that salaries and wages charged to sponsored agreements as direct charges, and to residual, F&A cost or other categories are reasonable in relation to the work performed.”

UAF’s policy is to certify effort every spring, summer, and fall. The CFOS Grants Management Team and/or outlying units will send employees their individual forms for review and signature.

Further helpful information: