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Departmental Administration
OMB A110
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Administration and Fiscal Management

Roles and Responsibilities Matrix for Research Administration
Responsibility for Proposals, Awards and Regulatory Compliance
Those responsible include the Principal Investigator, Department and Chair, Dean, Sponsored Projects Office (SPO), Post-Award Office (PAO), and the Research Compliance Office (RCO).

Award Management and Maintenance SPO PAO PI DEPT DEAN RCO
  • Develops an over-all plan for the commitment of grant and contract funds, working with the authorized person(s) in the department, college, or newer campus, and consults other institution officers as appropriate.
 X
  • Establishes systematic procedures in the department, college, or newer campus for supervision of grant and/or contract accounts
 X X
  • Provides administrative support for the management of grant or contract accounts. Often, this responsibility is delegated to the departmental manager, fiscal officer, administrative assistant, or other administrative official.
 X X
  • Fiscal administration for grants and/or contracts, cooperative agreements, sub-contracts, and financial assistance agreements negotiated with federal, state, and private sponsors at the central level.
 X
  • Maintain central internal systems for monitoring status of all sponsored projects, for receivables, overdrafts, revenue, effort certification, cost sharing, letters of credit, electronic funding, and financial reporting
 X
  • Approves all expenditures requests to be charged against the grant or contract account.
X
  • Review and approve expenditures for allowability and allocability.
    (SEE NOTE 13)
 X
  • Oversee expenditures for allowability and allocability (SEE NOTE 13)
 X
  • Retain documentation to support allocation of expenditures
 X
  • Audit the allowability and allocability of expenditures
 X
  • Reviews, on a regular basis, the grant or contract account expenditures with appropriate departmental, college, or newer campus administrator(s).
 X
X X
X X
X
  • Initiate award change requests that require sponsor approval.
    (SEE NOTE 12)
 X X
  • Submit award change request to sponsor for approval.
    (SEE NOTE 12)
 X
  • Process award changes
 X X
  • Certifies cost sharing
 X
  • Track cost sharing
 X X X X
X X X
  • Prepare trainee appointment documents (such as NRSA appointment documents)
 X
  • Review and submit trainee appointment documents
X
  • Reconcile accounts on a monthly basis
 X
  • Periodically notify departments of overdraft accounts
 X
  • Produce exceptions report and contacts department
 X
  • Resolve issues on the exception report
 X X
  • Oversee the resolution of items on the exception report
 X
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