Grants Management Manual, Standard Operating Procedures

Responsibility and Compliance
Grant awards are made to SIPI or the BOR, not an individual Project Director; therefore, SIPI or the BOR
assumes full legal responsibility for ensuring that all funds received through the award are used for the purposes
and intent outlined in the conditions of the contractual agreement. Grants and contracts carry administrative
responsibilities, involving strict accountability.
Principal Investigator/Project Director (PI/PD)
The PI/PD has administrative and reporting responsibilities when managing a grant. It is the PI’s/PD’s
responsibility to be cognizant of all award requirements and contract details, as well as the policies and
procedures of SIPI and the BOR. It is duty of the PI/PD to review and oversee the successful completion of the
contractual and grant funded activities. The Project Director will be responsible for communicating all
programmatic, curricular, and budgetary issues for auditing purposes. A Federal employee may not be the
PI/PD on any non-Federal grant. The list of full responsibilities is attached.
Time and Effort Certification
The PI/PD will ensure that faculty and/or staff paid in full or in part by a grant certifies the accuracy of this time
(i.e. effort) according to the procedures established by SIPI in compliance with federal regulations. Once time
and effort has been submitted through the federal Quicktime, a copy of the record is printed, signed, dated and
submitted to the Special Programs Office and/or Financial Analyst. This is to be done bi-weekly. It is expected
that the BOR protocols will be followed to ensure accuracy of time and attendance.
Files Management and Archiving
The PI/PD will ensure that all files are prepared for storage and/or archiving at the end of the grant cycle. The
Special Programs Office will ensure that appropriate notifications are made as to storage and following of
protocol for SIPI and the BOR. Records should be able to be readily, reasonably, retrievable upon request by
the funding agency for a period of not less than five years.
Reporting
Technical or narrative reports required by the funding agency are to be prepared by the PI/PD. All reports are to
be reviewed by the appropriate Vice President prior to submission. Once the Vice President has reviewed and
approved the report, it will then be forwarded to the funding agency. The PI/PD must maintain all appropriate
documentation for the narrative. The PI/PD will work with Special Programs Financial Analyst or the BOR
Accountant in the submission of all financial reports. PIs/PDs are responsible for obtaining and communicating
all due dates for reporting including the final close‐out report to BOR Chair or the Vice President, President,
and Special Programs Financial Analyst or BOR Accountant. (Note: All grant drawdowns will be reported to
the PI/PD in a timely manner by the Special Programs Financial Analyst.)
Post‐Award Checklist
4
• PI/PD submits award notification letter, budget (signed by President and/or BOR Chair), and fully
executed contract to the Special Programs Office.