Introduction to Post-Award Functions

When the Office of Sponsored Programs (Pre-award) officially accepts a sponsored award on behalf of the University, post-award administration begins with the establishment of a new project in the PeopleSoft financial system and ends with final closeout/audit of the award. Post-award management is often a cooperative effort between GCA as the designated central office to interface with the sponsor, and the College Post-award Contact at the college level.

General post-award functions include Award Setup, Manage Project, and Closeout Project. The Principal Investigator is responsible for the overall management of the project, including verifying that costs are allocable to project goals, reports are completed and filed in a timely manner, managing project personnel, and ensuring that project goals are met.

Clemson personnel assist the PI in certain aspects of managing a funded project, as determined by the Clemson University Roles and Responsibilities matrix. Primary responsibilities in Post-Award are provided in specific sections on this website.

lifecycle graphic showing pre and post award functions including post award starting with award setup, manage project and closeout project

Award Setup
- Review and assess the terms and conditions of the award
- Assignment of new project numbers in the Clemson University Business System (CUBS)
- Communicate with the PI regarding project activities, timelines, and required actions to initiate the project, including personnel, purchases, etc.
- Distribution of award documents to all parties (CPACs, PIs, etc.)
- Review of Special Terms and Conditions required by the Sponsor
- Identify and establish schedule for invoicing and reporting requirements
- Determine subaward agreements and confirm with the PI
- Establish subaward purchase order and requisitions
Manage Project
- Regularly review and approve costs using the accepted cost principles and interpretation of allowable costs
- Ensure that effort charged to projects is accurate and meets the standards of the Clemson sponsored compensation verification process
- Review all charges and make corrections as needed including requesting/approving cost transfers
- Monitor expenditures throughout the project
- Monitor Cost Share and Program Income activities to ensure accuracy and compliance
- Request, Review and Approve on-line budget amendments
- Monitor and ensure Foreign/International travel is appropriate and allowable
- Review and approve electronic workflow approval of vouchers processed in the BuyWays system
- Review and approve equipment with purchase price of $10,000 or greater, or smaller components (i.e. fabrication) of equipment that will be capitalized
- Monitor and ensure direct and facilities and indirect costs are appropriately charged
- Regularly reconcile costs charged to sponsored projects, including indirect cost revenues
- Invoice preparation and report submission to Sponsors (while GCA is the designated office to request funds from sponsors, the CPAC may support documentation requirements as needed)
- GCA is the point of contact communicating/requesting changes in scope, budget, Principal Investigator, key personnel, cost share, or addition of a subawardee, which requires approval by the sponsor, and may do so at the request of the CPAC and/or the PI
- Cash Management and Collections (timely payment of outstanding invoices by sponsors and updated Conversations concerning reasons for delays in payment)
- Subrecipient Monitoring includes both risk assessment of the proposed subrecipient, and continuous oversight of the subrecipient’s performance, including review of invoices, etc.
- GCA, in cooperation with the CPAC and/or the PI, may process amendments, modifications and supplements to existing awards and subaward agreements. including processing no-cost extensions
- GCA facilitates external and internal audits on sponsored awards
- GCA also supports terminations or relinquishments of awards, in cooperation with the PI, the CPAC and senior university leadership
Closeout Project
- The PI ensures that all activities of the project are completed, and prepares/submits the final report to the sponsor
- The CPAC and the PI ensure that all personnel are removed from the project, that all encumbrances are cleared and that all costs have posted in PeopleSoft.
- GCA confirms final direct Costs with the CPAC and the PI
- GCA is also responsible for:
  
  Financial reporting
  
  Federal property reporting
  
  Patent and invention reporting
  
  Fixed Fee, Service and Price Agreements and Residual Balance Transfers.
  
  Project inactivation and closeout.
  
  Clemson University is ultimately responsible for the compliance management of the project and has assigned responsibility for the scientific and financial conduct of the project to the PI

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Academic Opportunities

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Join Your Clemson Family

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Get Involved

Research Opportunities

Public Service and Agriculture

Innovation and Economic Development

For Tigers

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Campus Leadership

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Academic Resources

Outside the Classroom

Applying to Clemson

Academic Opportunities

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Join Your Clemson Family

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Get Involved

Research Opportunities

Public Service and Agriculture

Innovation and Economic Development

For Tigers

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Introduction to Post-Award Functions