Award Administration

The Grant Manager (GM) will send an email to the PI, the Chair, the Dean, and the Administrative Coordinator once the grant set-up process is complete that will include a copy of the fully executed agreement or award notice, the FOAPAL and information about spending and reporting

What PIs are responsible for

• Read the award notice/grant agreement and take note of the technical/program reporting requirements and deadlines. This is your responsibility!
  • If there are errors in your award notice/agreement, reach out to SPAContracts@bsu.edu, with a CC to the Grant Manager.
• Understand the scope of work and budget as awarded and make a plan to complete the work and spend the funds within the project period. Need help? Reach out to the Grant Manager!
• Read and understand the Principal Investigator Responsibilities Policy. If you have questions about your responsibilities as PI, reach out to the Grant Manager.

What Sponsored Projects Administration is responsible for

• Read the award notice/grant agreement and take note of the financial reporting requirements and deadlines -- these are the responsibility of SPA. Even if the PI submits a comprehensive report that includes both technical/program information and financial information, SPA must provide all financial information included in reports to the sponsor.
• Check in at critical points in the project to help the PI keep work and spending on track.

Two monthly reports come to the PI via email from erpfinance@bsu.edu; they show both detailed expenses for the previous month, as well as a summary of the expenses on the grant to date in comparison to the awarded budget to show how much remains to be spent. These reports usually arrive in the PI's inbox around the 10th of each month during the grant period.

What PIs are responsible for

• Read the reports to help you in reconciliation of expenses. If a discrepancy is noticed, please reach out to your Grant Manager as soon as possible so that you can work together to resolve the issue.
  • Need help? Use this simple one-page guide.
  • Want to dive deep? Use this comprehensive guide.
• Forward these reports to any Co-PIs, administrative coordinators, or other personnel who also work closely with the expenses for the grant. PIs can also work with their Grant Managers to set up other parties to receive reports directly.
• Need to change plans? Work with your Grant Manager on a budget revision.
• Make decisions about personnel on grants (staff and students).

What Sponsored Projects Administration

• Review and approve expenditures throughout the life of the grant.

It is Ball State's policy to certify effort certification on sponsored projects where the source of funding is the federal government of the State of Indiana, or where such certification is required by award terms and conditions.

In the University's compensation-based effort certification procedure, after the end of each fiscal year, the PI certifies the salary charged to a sponsored project in the fiscal year is commensurate with the work performed on that sponsored project.

What PIs are responsible for

• Review the monthly reports and request adjustments on a timely basis
• Review the annual compensation report provided by your Grant Manager at the time of certification
• Request any final adjustments if information is inaccurate
• Certify annually after reviewing the compensation report

What Grant Managers are responsible for

• Send the annual compensation report to the PI
• Retain records

Most grants are administered on a reimbursement basis. Expenses are incurred and afterward payment is requested. Payment may be contingent upon reports or milestones.

What PIs are responsible for

• Complete all technical/program reporting requirements

What Grant Managers are responsible for

• Complete all financial reporting requirements
• Invoice the sponsor/draw down funds