Role of College/Department Research Administrators in Post-Award Administration

The college/department research administrator (CRO/DRA) and other college department staff play a key role in the financial management of a project, acting as a liaison between the PI and GCA. While the university places the prime responsibility for the conduct of the sponsored projects in all aspects on the Principal Investigator, the CRO/DRA and the other staff are involved in the day-to-day operations of the project. Therefore, it is imperative that the PI and the CRO/DRA interact closely and frequently to review and discuss financial and administrative matters. 

Although responsibilities can vary by department, typically their responsibilities include:

• Having knowledge of and understanding UNT policies and procedures related to grant management, as well as the terms and conditions that apply to individual awards.
• Assisting the PI in maintaining budgetary control, including preparing ongoing budget revisions for GCA review as needed.
• Assisting the PI in assuring expenditures or services rendered directly relate to the scope of work and budget, are incurred within the award period and approved by the PI.
• Sufficient funds must be available at the time of purchase to ensure overspending doesn’t occur.
• Assisting the PI in all business aspects of grant management.
• Ensuring that awards and related budgets are created accurately in UNT’s financial systems in agreement with the approved award.
• Awards are monitored through COGNOS.
• Charges to awards are appropriate.
• Ensure F&A cost rates are accurately charged against the direct cost budget.
• Discuss reporting obligations and schedule with the PI.
• Ensure sub-awards are managed properly, including working with GCA on issuing the subaward, establishing the Purchase Order, and along with the PI, monitoring sub-recipient expenditures and work.
• Ensure cost sharing is properly documented and reported.
• Discuss with the PI any special award terms or conditions (for example, the award may have been made on a fixed-price basis or may specify special deliverables).
• With the PI, jointly plan for successful project close several months before the end date.
• Assist the PI with confirmation of Effort Reports.