Last Updated 05/09/2025
| This matrix is designed to provide guidance on the assignment of responsibilities across campus functions as they relate to the management of an award. It should be referenced by all parties that are involved in any point along the award life cycle. It is not an exhaustive list of all campus business practices. Moreover, it does not replace departmental policy. The normal business practices of the campus function should be followed. It should only be used as a guide for communicating owners (O) and contributors (C) of award management responsibilities. |
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| O = Owner C = Contributor CO = Co-Owner |
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| Functions | ||||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Finance & Admin | Notes | |
| Proposal Preparation and Submission | ||||||||||||||
| 1 | Reviews requests for proposals for technical requirements | O | C | CO | C | Changes to NOFO format, template available 8/1/24 | ||||||||
| 2 | Prepare technical proposal | O | CO* | |||||||||||
| 3 | Develops initial budget draft to accomplish proposed scope of work | CO | O | Equipment now $10000, Specialized equipment now includes associated software, MTDC on subs now $50000, new definition for participant, indirect costs not F&A, prohibtions on telecommunications purchases (200.216), Term changes to subrecipient and recipient, added data and evaluation costs, add prizes to "entertainment" section | ||||||||||
| 4 | Reviews budget for appropriate salaries, fringes, tuition, indirect, and escalations | C | CO | O | Di minimus now 15% | |||||||||
| 5 | Requests and documents approval for cost sharing | O | CO | |||||||||||
| 6 | Approves and provides documentation for cost sharing | CO | CO | C | C | |||||||||
| 7 | Reviews and approves required and voluntary cost sharing | CO | CO | C | C | |||||||||
| 8 | Prepares final version of proposal as required by the sponsor and reviews all documents provided by the PI for compliance with sponsor requirements. Completes the college/department's portion of the Internal Routing Forms and, as appropriate, other attachments. Routes all forms for internal department signatures. | CO | O | |||||||||||
| 9 | Requests and documents University signature approvals of Internal Routing Forms or other internal documents. Routes all forms for University signatures. | C | O | |||||||||||
| 10 | Provides proposal to OSP Pre-Award in advance of sponsor deadline | C | O | |||||||||||
| 11 | OSP Pre-Award reviews the proposal for compliance with the RFP, funder requirements, GSU requirements and overall accuracy. Notifies college/department/PI of any required or suggested revisions. | O | ||||||||||||
| 12 | Provides authorized University signature and submits proposal as dictated by sponsor instructions. | O | ||||||||||||
| 13 | Negotiates material transfer, data transfer, confidentiality agreements, and intellectual property agreements | C | O | |||||||||||
| 14 | Negotiates sponsored research agreements | O | C | C | ||||||||||
| 15 | Maintains proposal pending files and database | O | C | |||||||||||
| Functions | ||||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Finance & Admin | Notes | |
| Regulatory Compliance | ||||||||||||||
| 1 | Prepares and submits protocols for research involving human subjects, animal use, and biosafety hazards | O | C | |||||||||||
| 2 | Verifies investigators are submitting protocols to appropriate compliance committee(s) | O | C | |||||||||||
| 3 | Confirms with PI that current compliance approvals have been obtained and provides to OSP | O | C | |||||||||||
| 4 | Confirms provided compliance approvals are for the appropriate award and current | O | ||||||||||||
| 5 | Approves compliance protocols | C | O | |||||||||||
| 6 | Provides documentation of certification and representations to sponsor | CO | O | C | ||||||||||
| 7 | Verifies compliance with federal regulations regarding financial disclosure of potential conflicts of interest | C | C | O | ||||||||||
| 8 | Mandatory disclosure to sponsors and OIG | O | CO | Mandatory disclosure fraud, bribery, gratuity to program, agency, and OIG (200.113) | ||||||||||
| 9 | Maintains export control documentation and clearances for faculty and staff | CO | O | |||||||||||
| Functions | ||||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Finance & Admin | Notes | |
| Award Negotiation, Acceptance, and Establishment | ||||||||||||||
| 1 | Accept award on behalf of University | C | O | C | ||||||||||
| 2 | Negotiate, approve, and notify the PI of project terms and conditions. | O | C | No review of actual costs or financial reporting for fixed price, Fixed price now up to $500K, eliminate termination flexibility by Fed government | ||||||||||
| 3 | Agree to terms and conditions regarding performance clauses | CO | O | |||||||||||
| 4 | Establish award and budget in financial system based on award documentation | O | C | VP of Finance, USG | MTDC threshold for subs now $50K. | |||||||||
| 5 | Send copy of Sponsor Award Letter (i.e., Notice of Award) to PI and appropriate department support (e.g.,Unit Business Administrator). | O | C | |||||||||||
| 6 | Notify PI that Fund has been established in financial system | O | C | |||||||||||
| 7 | Request Advance Account setup, if needed | C | C | C | O | |||||||||
| 8 | Approve pre-award costs and commitment of department funds if project is not funded | C | O | C | ||||||||||
| 9 | Review Advance Account request,confirm department/college approval and set up in financial system | CO | CO | |||||||||||
| 10 | Initiate request for sub-award | C | O | Term changes to subrecipient and recipient, Requires prior approval from federal agency, Fixed price subs, entitled to unexpended funds, not considered profit (no reporting as program income), Di minimus now 15%, di minimus not allowed for cost reimbursement contracts, require subrecipients to submit similar certification to recipients | ||||||||||
| 11 | Develop, draft, and negotiate sub-award | O | C | |||||||||||
| Functions | ||||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Finance & Admin | Notes | |
| Effort Reporting | ||||||||||||||
| 1 | Provide information on compliance with effort reporting policy |
C | C | O | C | |||||||||
| 2 | Distribute and collect effort reports | O | C | |||||||||||
| 3 | Complete time and effort reports including approving certification of other personnel |
O | C | |||||||||||
| 4 | Verify compliance with effort reporting policy by sponsor, GSU, and Uniform Guidance. | C | C | C | O | |||||||||
| 5 | Manage time and effort reporting system and maintain certifications of time and effort reports. |
O | ||||||||||||
| Functions | ||||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Finance & Admin | Notes | |
| Managing the Award - Financial | ||||||||||||||
| 1 | Verifies the allowability, reasonableness, allocability, and consistency of expenditures | CO | C | CO | added data and evaluation costs, add prizes to "entertainment" section, allow closeout costs until report due dates. | |||||||||
| 2 | Provides oversight of sponsored project administration including the review and approval of cost transfers | C | CO | CO | ||||||||||
| 3 | Initiates and encumbers personnel transactions | C | O | direct administrative staff | ||||||||||
| 5 | Initiates, manages, and provides cost share information to Post-Award | C | O | |||||||||||
| 6 | Reviews and reports cost sharing efforts to sponsor | C | CO | CO | ||||||||||
| 7 | Reviews expenditures in restricted budget categories | C | C | O | Remove prior approval requirements for nine items, Participant Support no longer restricted | |||||||||
| 8 | Initiates request for re-budgeting and cost transfers | C | O | Refine budget revisions (200.308), Remove prior approval requirements for nine items, | ||||||||||
| 9 | Approves requests for re-budgeting and cost transfers according to sponsor requirements |
O | ||||||||||||
| 10 | Requests no-cost extension | CO | CO | |||||||||||
| 11 | Reviews and approves requests for no-cost extension | O | ||||||||||||
| 12 | Indirect Cost Rate Negotiation | O | C | VP of Finance - C | Increase equipment and aggregate value of supples thresholds to $10K, MTDC threshold for subs now $50K, revert to previous kanguage for treatment of unallowable costs, unused leave to be allocated as indirect costs not direct costs to sponsored projects, direct administrative staff | |||||||||
| 13 | Indirect Cost Recovery Allocation | VP of Finance - O | Increase equipment and aggregate value of supples thresholds to $10K, MTDC threshold for subs now $10K, unused leave to be allocated as indirect costs not direct costs to sponsored projects, direct administrative staff | |||||||||||
| 14 | Approves payment of sub-recipient invoices (including certification on final invoice for agreement with completion |
O | CO | |||||||||||
| 15 | Submits all invoices to sponsor- direct and flowthrough awards | O | ||||||||||||
| 16 | Performs drawdowns (i.e., letters of credit) | O | ||||||||||||
| 17 | Monitors invoices and aging of receivables | O | ||||||||||||
| 18 | Performs follow-up on outstanding receivables and determines need for write-off |
C | O | |||||||||||
| 19 | Revenue collection | O | ||||||||||||
| 20 | Applies payment to proper award | O | ||||||||||||
| 21 | Reconciles cash to GL | O | C | |||||||||||
| Functions | ||||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Finance & Admin | Notes | |
| Managing the Award - Non-Financial | ||||||||||||||
| 1 | Conduct the sponsored project and provide overall oversight on all research activities |
O | ||||||||||||
| 2 | Hire or assign research personnel for the project | O | CO | direct administrative staff | ||||||||||
| 3 | Prepare and submit technical reports and provide other deliverables to the sponsor as required |
O | CO | C | FFATA reporting remains although reference deleted | |||||||||
| 4 | Initiate material transfer agreements | O | C | |||||||||||
| 5 | Review and approve incoming materials transfer agreements |
O | ||||||||||||
| 6 | Provide oversight on the implementation of University, state, and federal policies and regulations |
C | C | C | O | O | O | C | C | C | C | |||
| 7 | Request approval for programmatic changes to the project | O | CO | C | Remove prior approval requirements for nine items | |||||||||
| Functions | ||||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Finance & Admin | Notes | |
| Financial Reporting | ||||||||||||||
| 1 | Prepare draft financial (interim/final) reports to be reviewed by the dept/PI | C | O | CO | ||||||||||
| 2 | Review and approve financial reports before submission to sponsor | CO | C | O | ||||||||||
| 3 | Submits financial reports to sponsor | O | ||||||||||||
| Functions | ||||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Finance & Admin | Notes | |
| Closing Out the Award | ||||||||||||||
| 1 | Documents cost sharing funds as required | C | O | |||||||||||
| 2 | Respond to closeout checklist and confirm award termination |
C | C | C | O | |||||||||
| 3 | Notify PI of the need for completion of final technical report |
O | ||||||||||||
| 4 | Prepares and submits to sponsor final technical report | O | CO | C | ||||||||||
| 5 | Ensure that all financial reports and final invoices are submitted to the sponsor as required. | C | O | C | allow closeout costs until report due dates- does this change closeout timeline? | |||||||||
| 6 | Inactivate award | O | C | |||||||||||
| 7 | File appropriate closeout documentation | O | ||||||||||||
| Responsibilities | PI | Dept Chair | ADR/Dean | OSP Pre-Award | OSP Post-Award | OSP Universal Team | OSP/URSA | College/Department/Center Level Research Administrators | VP for Research & Economic Development | Research Compliance Officer | Technology Transfer & Commercialization/Legal | Other | Notes | |
| Disclosures and Audits | ||||||||||||||
| Audit coordination | O | Threshold increase to $1 mil | ||||||||||||