University policy under GIM 2 states that the PI is responsible for ensuring funds are spent appropriately and in accordance with sponsor requirements, UW and Washington state policies, and the cost principles.
Below are award management tips to help stay compliant.
Read the Award document
At the start of an award, always read and familiarize yourself with the Notice of Award and identify applicable regulations, terms and conditions, and reporting requirements. Specifically, take note of any required systems, forms, formats, prior approval requirements, budget restrictions, and due dates.
Federal Regulation Hierarchy Pyramid | Post Award Fiscal Compliance
Prior Approvals | Post Award Fiscal Compliance
Establish Departmental Internal Controls
Ensure all necessary systems authorizations and delegations are processed and up-to-date.
Internal Controls | Financial Reporting
Approvals | Post Award Fiscal Compliance
Establish an Award Calendar
Take note of all applicable deadlines, both sponsor and University. These deadlines include due dates for invoices, financial reports, progress reports, technical reports, invention statements, and the award’s Final Action Date (FAD).
All charges (including cost share) must be documented and posted to the applicable grant worktag in Workday by the Final Action Date.
Closeout & Termination Costs | Post Award Fiscal Compliance
Closing Your Award | Grant & Contract Accounting
Perform Budget Reviews
The PI or their designee should perform regular and routine budget reviews. These reviews should ensure:
- Expenditures are allowable, allocable, and reasonable
- Corrections (Accounting Adjustments) are processed in a timely manner
- Expenditures are supported by documentation (receipts, expense reports, approvals, additional justifications, etc.)
- Deliverables and award objectives are being met
- Subrecipients are completing their work and submitting timely invoices to the UW
- Any cost share commitments are met and documented within Workday on the applicable Cost Share Grant Worktag
Introducing the Grant Spend Verification Tool – Information Technology
Recommended Reports | Grant & Contract Accounting
Documentation Guidelines | Post Award Fiscal Compliance
Receipt Policy Information | Procurement Services
GIM 15 - Accounting Adjustments on Sponsored Awards - UW Research
Ask for Assistance
If you have questions regarding your award, reach out for help.
Grant & Contract Accounting (GCA)
Email: gcahelp@uw.edu
Award Portal: AwardPortal
GCA website: Grant & Contract Accounting Home | Grant & Contract Accounting
Post Award Fiscal Compliance (PAFC)
Email: gcafco@uw.edu
PAFC website: Post Award Fiscal Compliance | Post Award Fiscal Compliance
Office of Sponsored Programs (OSP)
Email: osp@uw.edu
OSP website: Office of Sponsored Programs - UW Research