Pre-Award: Inquiry and Development
- Project Investigator/Project Director (PI/PD) contacts Grant, Foundation and Corporate Relations (GFCR) to discuss project ideas and possible funders
- With assistance from GFCR, PI/PD prepares a draft narrative and budget, if necessary
- Typical budget expenses may include: salaries, benefits, lab supplies, travel, consultants, publication fees, and indirects
- Considerations may include assessment, Macalester match, support letters, and Institutional Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC) involvement
Pre-Award: Proposal Submission
- Proposal documents are reviewed internally before submission
- To initiate the review PI/PD sends narrative, budget and completed Proposal Clearance Form (PCF) to GFCR a minimum of seven days prior to submission
- Generally speaking, this internal review includes Provost, VP for Admin & Finance, Asst VP for Finance, and others as required
- Upon internal clearance, GFCR or PI/PD submits the proposal to the funder
Post-Award: Award Notification
- Funder notifies the Project Investigator/Project Director (PI/PD) and/or the College of an award as well as conditions of accepting the award
- GFCR coordinates campus and external publicity, if necessary
- GFCR notifies other offices on campus, including the Grants Accountant
Post-Award: Award Set-Up
- Grants Accountant sets up the grant
- GFCR and the Grants Accountant complete the Grant Data Form (GDF)
- GFCR and the Grants Accountant meet with the PI/PD and the Grant Administrator to discuss the conditions of the new award
- Banner FOAPAL is activated
- Banner access and approvals are given
- Training on financial reporting systems is provided
Post-Award: Project Duration
- PI/PD undertakes the objectives of the project
- PI/PD is responsible for managing the funds
- Funds must be spent according to funder requirements
- Argos Grant Transactions Report should be used to monitor grant transactions on a regular basis
- Grants Accountant provides assistance with monitoring and managing the funds
- PI/PD is responsible for narrative and technical reports
- GFCR provides assistance with narrative reporting
- Grants Accountant prepares financial reports with assistance from PI/PD and Grant Administrator
- Changes to the Award—PI/PD submits the Grant Revision Request Form (GRR) to GFCR for review and assistance with funder notification
- Extensions
- Budget Revisions
- Change in scope
- Other changes
- GFCR and Grants Accounting partner with the PI/PD and Grant Administrators throughout the project
Post-Award: Project Closeout
- PI/PD or GFCR submits final reports which may include: technical, narrative, and financial
- Banner FOAPAL is closed
- Banner access and approvals are removed
- Financial records, supporting documents and other pertinent records must be retained in accordance with Macalester and funder requirements
- Grants are subject to Macalester and funder audits from the beginning of the project period through the last day of the record retention period
