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OSP staff are committed to supporting each Project Director/Principal Investigator in their efforts to achieve their grant goals. Contact OSP at grants@ung.edu at any time if you have a question regarding the implementation of your project. After we receive formal notification of a new grant award, we will contact you to schedule a grant kickoff meeting. Members of the project staff, OSP staff, and staff from other applicable departments will be in attendance. During this meeting, the highlights of the grant, including the objectives, reporting and budget requirements, activity implementation, and university grant management protocols will be reviewed. The goal of this first meeting is to clearly define the responsibilities and expectations (of both the funder and the university) associated with the management of the grant.

Be familiar with your approved grant proposal. Your proposal is your blueprint of what you should do, when it needs to be done, who is responsible for it, and what you should accomplish. 

Review your approved proposal for its unique set of requirements and regulations. If your proposal does not clearly state it, do not assume you can do (or purchase) something. Contact OSP at grants@ung.edu for guidance. Our staff is knowledgeable about the public and private rules, regulations, policies and procedures that govern contract and grant awards. Remember: grants are not exempt from ¹û¶³´«Ã½ policies and procedures.

Before you respond to any inquiry, contact us. We can often help “decode” what the funding sponsor is seeking and help draft a response with the most current information. 

Because every contract and grant award is different, funding sponsors will have different reporting requirements. However, the reporting process for all grants is coordinated and submitted by the college.  The ¹û¶³´«Ã½ Business Office will process and submit all financial reports. The Principal Investigator/Project Director is responsible for technical/program reporting.

At least once each Fiscal Year in which the grant exists.  You may amend the budgets at any time during the FY year.

• The entire chart field is required for all grants.  Each grant has a unique combination of numbers and all are needed for processing any charge.  If you have a grant that ended, and you now have a new grant; be sure that the new chart field is used.  Your new grant likely has a different department number and grant number than your previous grant had.
• The principal investigator (individual responsible for the funds in a project) has the responsibility to ensure that proper documentation procedures are followed for projects that he/she controls and that only authorized expenditures are charged to a project. 
• Contracts and grants must follow all state appropriated fund guidelines, sponsor specific terms, and conditions noted in the award documents; all state travel policy applies to grants that allow travel expenses.  The exception is if the grant specifically stated (for example), “The PI travels outside of normal teaching time to high-schools to recruit students for this program. This is private grant allows for full mileage reimbursement.”  A statement like this must be in the actual grant contract.
• Another example might be if a Federal or Federal flow-through sponsor that specifically allows for the payment of travel expenses at a Federal per diem rate, or allowances for food costs for seminars or workshops associated with the objectives of the award.  In addition, ¹û¶³´«Ã½ is tax exempt.

We have provided a PDF of the indirect cost agreement. If you have additional questions about this agreement, contact us.