Administrator’s Grants Management Checklist
THCAS Office of Research
PI: _________________________________
Project Period #______ of ______
Grant AWD Number: ____________________ Budget Period: _____________ to ______________
Sponsor: ____________________________
Total Direct Cost Amount: ____________
Task
1
Quarter
2
3
Annual
4
Complete
1. Review Notice of Award (NOA)/Award Letter (LOA): Highlight
any special terms and conditions
2. Set up File: 6-part Folder or Binder recommended
Section 1: Granting Documents from ECU Grants and
Contracts
Executed Agreement (NOA/LOA)
Sponsor’s approved budget
Terms and Conditions
Subcontracts Agreements (SOW, budgets, etc)
No Cost Extension
Section 2: Budget
ECU Award Brief from Grants and Contracts
Initial Budget in RAMSeS
Subcontract Budgets (initial is in RAMSeS)
Financial Guarantee (if applicable)
Section 3: Personnel/Effort Reporting Documents
Grant Fund Personnel Snapshot
EPAFS
Effort Pre-review Summary Form - signed
Effort Journal Entries (payroll redistribution, cert
sheets, etc.)
Section 4: Cost Share/Match
Cost Share Reconciliation Form
Effort Pre-review Summary Form - signed
Section 5: Compliance (IRB, IACUC, Biohazards, etc.)
IRB Approval (renewed annually)
THCAS OOR DAdmin Checklist updated 8/20/2013
IACUC Approval (renewed every 3 years)
Biohazards/Chemical/Radiation Hazards (renewed
every 3 years)
COI Disclosure Form (renewed annually)
Export Controls/Foreign Travel
Patents/Invention Statement
Section 6: Misc Grant Forms
Cost Extensions
Cost Request Forms
Vendor (agreements/contracts & payment forms)
A-21 Cost Exception Request
Authorization for Purchases
Closeout Checklist
OOR Exit Checklist
THCAS OOR DAdmin Checklist updated 8/20/2013