Once the contract for your grant is fully executed, OSP will complete the required forms needed to send to the Grants Management Team for the creation of your LIU Fund Account. When your Fund Account is created you will receive an email with the chartfield number and various instructions and forms needed to charge expenses to your grant. If desired, OSP and the Grants Management Team will also set up a meeting with you and any other members of your research team to go over the instructions and forms provided in the email and to answer any questions you may have about charging expenses to your award.
The Principal Investigator's Responsibility
The Principal Investigator (PI) is responsible for conducting sponsored projects that generate independent, high quality, and measurable results. In this role, the PI is responsible for the management and integrity of the programmatic design, reporting, conduct, managing, and monitoring of the sponsored project, as well as ensuring the integrity of any collaborative relationships.
While the funding is awarded to the institution, the PI is primarily responsible for the following:
Ensures expenditures are in compliance with the terms and conditions of the sponsored award agreement, University policy, and applicable federal, state, and local laws/regulations.
Ensures expenditures are consistent with and do not exceed the budget established in the sponsored award agreement.
If not, determine re-budgeting needs or make adjustments for overdrafts.
Ensures that costs/expenses are within the project start and end dates.
Signs-off timely on regular Time and Effort Certifications initiated by the Grants Management Office (GMO).
Clears all open commitments and ensure that Sub-award invoices are finalized prior to the filing of the final financial report.
Coordinates end-of-award action items with OSP such as requests for no-cost extensions or carryforward of unexpended balances.
Prepares and submits programmatic reports and financial reports (with GMO assistance) to the sponsor within the timeframes established in the award agreement or notification.
Retains financial records according to the sponsor and University’s Records Retention policy.
The Grants Management Office (GMO) and the Office of Sponsored Projects (OSP) are responsible for supporting PI’s and their staff to meet all the compliance requirements. Although the PI may delegate responsibility for day-to-day financial management of a sponsored project to others within their department or unit, the Investigator must exercise appropriate oversight of the overall finances of the project.
To assist with financial management every PI receives a weekly financial report (W857 Report) to review their expenditures and funding activity. Please contact Lynn Cabralis to be added to weekly financial report (W857 Report) email distribution. For a tutorial on how to read and drill down on the financial reports, please click here.
Purchasing research supplies and materials
Expenditures on physical goods and services should be planned for in advance and procured through requisition/purchase orders on eProcurement. If you are currently not an ePro user, please reach out to the Procurement Department to be set up by completing the LIU-Purchasing PeopleSoft Buy Registration form. In limited cases, some items may be paid using a Direct Payment Request form. Note that expenses may be denied by OSP if deemed not in accordance with grant stipulations.
Traveling using research funds
If you are planning on budgeted travel, as soon as the known event is identified, complete the Travel Approval Form – include supporting backup for the travel including where the travel is explicitly stated in the grant award, registration flyers, screen shots of travel costs, and if flights are involved, that the Fly American Act is followed (Federal Grants). This should be started as soon as travel is identified (and at least one month in advance of the trip) so the appropriate approvals can be obtained.
For employee travel and business expense reimbursements, use the Travel & Expense Reimbursement form which should also be signed off on by the supervising P.I. and include supporting documents (agenda, meeting attendees, Google Maps mileage, receipts, etc.). OSP and Grants Management Team reviews all expenses for allowable costs per grant terms.
Hiring research staff on grant funds
All hiring and rehiring requests must be submitted through the HR Portal. If you do not have access to the portal please contact Shannon Shakespeare. If you have never used the portal before we suggest you watch the training video that is embedded in the side bar menu of the portal (The password for the video is posted there as well).
When posting a position or rehire please keep the following in mind:
You should always post first prior to identifying who you want to hire. Legally, people cannot start working until their I-9 has been verified through the Department of Homeland services and USCIS and they have approval from the Office of Human Resources.
You, as the PI of your project, need to add job postings into the portal. If someone else does it for you then the approval chain will be based on that person instead of you and this may cause approval delays.
Make sure to select “Grant Based” as the funding source and enter the appropriate sponsored projects fund account number.
Once submitted the request has to be approved prior to it reaching HR for them to take any action with it so be sure to post as soon as you know you need to hire someone so that approvals can happen as quickly as possible.
No Cost Extension (NCE)
Many funders will allow grantees to extend the final budget period of the project when the following conditions are met:
If no additional funds are required from the funder
If there will be no change in the project’s originally approved scope
If no term of award specifically prohibits the extension
Typically, in order to allow an extension, one of the following criteria must be applicable:
Additional time beyond the established expiration date is required to ensure adequate completion of the originally approved project
The extension is necessary to permit an orderly phase-out of a project that will not receive continued support
Continuity of grant support is required while a competing continuation application is under review
If you are in the final year of your award you should confirm when the deadline is to request a no cost extension from the funder. These requests usually require a budget showing how any remaining funds will be used and usually have to be submitted by the school on your behalf. For these reasons you must work with the Office of Sponsored Projects to request an NCE. Please use the OSPPortal to notify us of your need for a No Cost Extension.