Research Roles and Responsibilities

Award Setup, Modifications, Adjustments

Research Responsibilities
ProcessPrincipal InvestigatorSSCKUCR
  • Provisional Requests.
  • Award Setup
  • Budget  Adjustments.
  • No Cost Time Extension.
  • Communicate need and justification for provisional account.
  • Review award terms and conditions.
  • Prepare no cost extension justifications.
  • Provide rationale for rebudget requests as necessary.
  • Facilitate chair approval of provisional accounts; submit request for provisional to KUCR.
  • Inform PI of any non-standard terms and conditions.
  • Recommend budget adjustments to PI; facilitate creation of budget adjustment forms.
  • Submit no cost extension requests to KUCR.
  • Approve provisional accounts.
  • Perform award setup and issue budget summaries.
  • Identify non-standard terms and conditions during award setup.
  • Issue/Modify subcontracts.
  • Process all award modifications and budget adjustment requests.
  • Submit no cost extension requests to agency.
  • Submit non-competing time and funds requests to agency.

Allowability Review and Expenditures

Research Responsibilities
ProcessPrincipal InvestigatorSSCKUCR
  • Purchasing.
  • Paying  Subcontractors.
  • Cost Share.
  • Payroll.
  • Fellowships.
  • Graduate Students/Tuition.
  • Cost Transfers.
  • Select items for purchase.
  • Allocate expenditures to projects.
  • Ensure cost share commitments are fulfilled.
  • Identify fellowship recipients.
  • Notify SSC of changes in workforce.
  • Initial allowability review for all transaction types.
  • Serve as approval delegate on behalf of PI (if applicable).
  • Complete appropriate form to process transactions (KUPPS requisition, fellowship form, cost transfers, etc.).
  • Final allowability review.
  • Approve delegation of authority.
  • Citizenship and Tax Issues.
  • 720/721 Recon/Reimb.
  • Posting charges to grants.   

Award Monitoring

Research Responsibilities
ProcessPrincipal InvestigatorSSCKUCR
  • Monthly Financial Reports.
  • Budget Monitoring.
  • Subcontract Monitoring.
  • Effort Reporting.
  • Review monthly reports for accuracy.
  • Ensure and confirm satisfactory subcontract progress is being made.
  • Review and approve effort certifications.
  • Generate and review monthly financial reports (including projections when FMW is available).
  • Notify PI of project end at 90 and 30 days out; facilitate no cost extensions, if required.
  • Assist with subcontract plan implementation.
  • Distribute/track effort certs.
  • Create/Implement formal subcontractor plans.
  • Monitor burn rates.
  • Create effort certifications.

PI Changes

Research Responsibilities
ProcessDepartmentSSCCentral Office
  • PI Absence or Change in Effort.
  • PI Change and/or Departure.
  • Notify department chair and SSC timely.
  • Complete separation checklist.
  • Submit required reports to agency.
  • Send PI separation checklist
  • Complete payroll forms.
  • Pay final bills.
  • Monitor award balance and communicate spending projections to KUCR.
  • Prepare agency notification letters for approval and submission by KUCR.
  • Submit official agency notifications regarding relinquishments, PI changes, or changes in PI effort.
  • Issue and distribute revised budget summaries.

Project Closeout

Research Responsibilities
DepartmentSSCCentral Office
  • Prepare and submit final report to agency.
  • • Review expenses for allowability; prepare cost transfers if necessary.
  • Submit payroll changes.
  • Send final closeout notification to KUCR and PI.
  • Process cost transfers
    • Submit final financial report/invoice/draw to agency.
  • Process fixed price closeouts.
  • Change project status to closed.