Post Award Checklist for Library Grants
Project Title:
PI: _____________
Project #: ____________
Grant #: _____________
Activity
1. Complete Cost Share certification forms (if needed) and
send to PI for review and signature. Grants Manager will
send signed forms to Contracts & Grants office.
2. Set up proposal in PeopleSoft.
(always use 5501000 as dept #)
3. Notify DSR of project #.
4. Receipt of NOA from DSRGrants Manager will forward copy to Business Services.
5. Check PeopleSoft to make sure Project and budget is set
up correctly, sends PI email stating that funds are now
available to be spent.
6. Update Grants Tracking Database.
Project Start date: ________
Project End date: _________
Award Amount: __________
Cost Share Amount: _______________
PI
Grants Manager
Finance
Date Completed
X
X
X
X
X
X
X
X
X
7. Send PI report deadline schedule.
Jan___ Feb___
Mar___ April___
May___ June___
July___ August___
Sept___ Oct___
Nov___ Dec___
X
8. Oversee Project’s activities based on budget and timeline.
9. Send PI copies of monthly ledgers (Grant Projects
Summary) via email.
X
X
10. Send PI cost share reports-Quarterly
X
11. Create financial reports when necessary for sponsors.
X
X
12. Send reminder to PI to complete Interim or Final
X
Reports. (one month in advance)
13. Receipt of close out letter 90 days prior to end date from
DSR-Determine need for
X
X
No Cost Extension- PI sends copy to Grants Coordinator to
place in file.
14. Receipt of close out letter 45 days prior to end date
From DSR-Determine need for No Cost Extension-PI sends
X
X
copy to Grants Coordinator to place in file.
15. Notify PI of open encumbrances that need to be spent or
closed out by_____. All funds for project must be expended
X
by____.
16. Send Final Report to Grants Manager and Grants
X
Coordinator prior to submitting to sponsor.
17. Send approved Final Report to C&G.
X
18. Receipt of Final Close out letter stating the total amount
of expenditures from C&G. PI signs the close out letter after
Grants Coordinator verifies that all charges have been
X
X
X
processed. The letter is returned to C&G and copy goes into
Grants Coordinator file.
19. Receipt of Final Invoice sent to sponsor by C&G.
X
X
20. C&G sends Final Financial Report to sponsor, copies to
X
X
PI, Grace, Grants Coordinator
21.Update the Grants Tracking Database with PeopleSoft
X
close out date.
Key: DSR= Division of Sponsored Research, NOA= Notice of Award, C&G= Contracts and Grants
Jan___ Feb___
Mar___ April___
May___ June___
July___ August___
Sept___ Oct___
Nov___ Dec___
1___ 2___3___4___