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Post-Award Administration

As sponsored programs bring significant financial support to Prisma Health, proper administration of such programs increases the organization’s opportunities for new and renewed grants and contracts. Principal investigators (PI), project teams, grants coordinators and monitors, fiscal managers and business officers work together with Post-Award Grant Management to meet all contractual obligations and to follow regulations throughout the administration of each sponsored program.

The PI is principally responsible for the sponsored program and is obliged to comply with the award conditions. OSP will assist the PI or other departmental personnel by providing guidance and oversight.

The PI’s responsibilities include:

  • Oversight of project activities and administration
  • Managing project expenses and budget usage
  • Grant account, financial report, and invoice review to ensure accuracy
  • Monitoring subawards, consultants, or contracted service providers

OSP’s post-award team responsibilities include:

  • Account creation in Workday
  • Invoice submission and funds drawdown
  • Financial report preparation
  • Payment receipt and application
  • Complete grant closeouts with sponsors and departments
  • Facilitate internal and external audits
  • Effort certification
  • Record retention
  • Obtain sponsor approval for changes such as budget revisions, changes in scope of PI, and extension requests

For specific information, as well as associated forms, for the post-award process, click here.

Award Closeout and Record Retention

Post-Award Grant Management works closely with the department to close out the project on a timely basis. Departments are allowed 45 days after the end date of a project to finalize costs. This allows for the time needed by OSP to prepare final financial reports after the Principal Investigator’s (PI) documentation is complete. Some sponsors require a final invoice within 30 days of the project end date. If all documentation is not submitted in time to invoice the sponsor within the specified period, nonpayment may result.

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