Post Award Functions

Post-award compliance is achieved through several groups.  First and foremost, the PI is responsible for ensuring oversight and management of the grant or sponsored award, including carrying out the project as described and ensuring fiscal responsibility.  The Office of Research and Sponsored Programs (ORSP) and the Office of Business Affairs (OBA) have roles as well.

The ORSP Grants Administrator is responsible for administrative aspects of compliance related to:

  • Subrecipient monitoring
  • Time and Effort
  • Submitting prior approvals or change requests on behalf of the PI
  • Assisting the PI in ensuring reports are submitted in a timely manner
  • Conflict of interest
  • Allowable costs (documenting prior approvals related to allowable costs)
  • Communication between the responsible parties

The OBA and the Grants Financial Officer is responsible for administrative aspects of compliance related to:

  • Financial reports
  • Allowable costs (monitoring expenditures for allowable costs)
  • Contracts/agreements
  • Cost transfers
  • Cash management, reimbursements and payments (invoicing and cash drawdowns)
  • Payroll administration
  • Purchasing
  • Audits

The ORSP and OBA share joint responsibility for Subrecipient risk assessments and determinations of subrecipients vs. contractor relationships.  

Post-award topics

Sub-recipient risk assessment

The ORSP and OBA share joint responsibility for Subrecipient risk assessments and determinations of subrecipients vs. contractor relationships.  

Sub-recipient monitoring

The ORSP ensures required monitoring of subrecipients is carried out by the PI/PD. Any subaward agreement requiring submitted reports is tracked by the ORSP to ensure appropriate compliance by the PI/PD in monitoring the subrecipient.

Time and Effort

Time and effort certifications are required for many grants. The ORSP ensures T&E certifications are submitted in a timely manner. The ORSP and OBA make determinations, based on the sponsored award terms, when T&E is required to be submitted.  

What is time and effort?

The amount of time spent on a particular activity or objectives to fulfill the terms of the grant or sponsored award.

Who must complete time and effort certifications?

Any employee who has effort committed in a grant/contract/sponsored project, even if the employee is not paid by that agreement.

Why do we need to report time and effort?

It is a federal and state requirement that confirms that only the hours that you actually worked on the award were charged to the award, not merely the budgeted amounts. It also shows the sponsoring agency that only their portion of personnel costs were charged to award funds.

Are there any other requirements to grant time and effort?

Yes, the employee must have documentation of the actual time spent on the activities. This must be a true and accurate account of the amount of time that was reported. For examples or more information or training, contact Ms. Sherri Miller.

What does it mean to have 100% time and effort on an award?

It means you only work on that specific award. You should not be spending time on any other projects or activities. Only the specific award activities may be undertaken. 100% on an award means 100% of your time goes to that award.

If I am 100% on an award, then why do I need to report time and effort?

It is a federal and state requirement, as well as a WVSOM requirement. Time and effort reporting is a certification by yourself that you spent the attested amount of time on that award.

How do I report my time and effort?

On the WVSOM grant time and effort certification program located on the WVSOM website under "MY WVSOM". For full instructions and training (or questions), contact Ms. Sherri Miller.

How often do I report my time and effort?

Monthly, unless otherwise indicated by the ORSP

Do I need to report time and effort if I receive a supplement or stipend?

Yes, although how often you need to report this will be determined by the ORSP on a case-by-case basis.

What is the responsibility of the PI regarding time and effort?

The PI certifies that all personnel involved in the award have indeed devoted that indicated time and effort to that specific project.

What are the responsibilities of the ORSP and OBA?

Their responsibilities include:

  • Maintain time and effort reporting procedures that are in compliance with Federal, State and other award requirements
  • Review and maintain all T&E reports submitted
  • Provide training to new award employees
  • Answer questions about procedures including Federal, State, and Private Foundation guidelines
  • Perform internal audits and spotchecks to ensure continuous quality improvement for time and effort reporting

Fiscal monitoring and audits

OBA monitors payments and conducts internal audits.

 

Contacts

ORSP Grants Administrator
Sherri Miller
(304) 647-6216

OBA Grants Financial Officer
Suzanne Adkins
(304) 647-6315