Administering a project

In addition to the expected accounting and business-related issues, these issues require special attention because they have important implications for the project and therefore generally involve direct, formal contact with the sponsor:

Change in Scope of Project 

It is not uncommon to have slight changes to the plan originally described in a proposal for a project.  Incidental or small changes often are expected by a sponsor.  However, changes must be communicated to a sponsor. In some cases, notification of changes in writing is required.

Rebudgeting

Usually there is some flexibility between expense categories. However, project directors uncertain of the budgetary restrictions imposed by their sponsor should contact Tarleton’s Grants and Contracts Accountant at extension 9431.  Rebudgeting requests that do not fall within the authority prescribed by the sponsor in the award document require the sponsor's prior written review and approval.

A copy of all rebudgeting requests and responses should be sent to Tarleton’s Grants and Contracts Accountant.

Change in Project Director or other Key Personnel

In rare cases, a change in project director is required.  Changing project team members is one of the more serious matters that can arise in sponsored programs administration because an award often is made in part because of the experience and qualifications of the project director or key personnel.  Consult with the Office of Sponsored Projects (extension 9463) about how to communicate with a sponsor regarding a change in project director or key personnel.

Site Visits

A sponsor may elect to conduct a site visit either prior to making an award or after an initial award is made and before a project ends.  Sponsors may wish to meet with project staff, see the site of the research or project, meet university officials, and review programmatic or financial records.   If a financial review is to be conducted as part of the visit, the site visits should be coordinated with Business Services.

Contact with Sponsors

Although sponsors usually have many years of interaction with project directors, project directors often are interacting with sponsors for the first time.

Since each sponsor sets its own guidelines, you should review the award document before beginning your project and determine how much and what kind of communication your sponsor is requesting.  If the sponsor does not indicate a preferred level of communication, contact your sponsor to clarify communications requirements before you begin work.  Successful, responsible project directors habitually contact their sponsors early in the award period to clarify the terms of the grant award.

For routine reporting, federal agencies usually request an annual programmatic report and an annual financial report. Some private sponsors request quarterly updates.

Cost Principles

In some circumstances, reclassification of costs to or between sponsored projects may be appropriate.  Recording all costs accurately and completely is essential so timely action to make reclassifications can be taken.  To request a reclassification, the project director should submit a memo to Accounts Payable after notifying the Grants and Contracts Accountant.

Reclassifications occurring near the end or after the ending date of a program may be presumed by federal auditors to have been made simply to cover over-expenditures or to use up residual funds.  They will disallow these costs unless there is adequate documentation relating the transferred charge to the receiving fund.

Prior Approval

Several instances in which a sponsor requires prior approval have been discussed above including change in scope of work and change in budget. 

Most sponsors will list circumstances requiring prior approval in the award document or will refer to a standard manual for those conditions requiring prior approval.  Federal sponsors normally will require written prior approval for large equipment purchases, foreign travel, consultants and sub-agreements. 

Prior approval is provided in writing.  Even when written approval is not required, the university highly recommends project directors have written documentation of both the request and receipt of prior approval by sponsors.  Do not assume a reference in a proposal to a specific action or purchase constitutes prior approval.