PreviousOffice of Research and Sponsored Programs
Post Award Procedures
Employment of Personnel on Externally Funded Projects
Faculty/Staff Termination of Institutional Association
Once the original Notice of Award or a contract has been received, reviewed, and approved, ORSP will review the pending file to ensure that all requirements for initiating project activities have been met. If this is not the case, the PI/PD will be contacted to provide the required information or documentation and there will be a delay in the establishment of the account. If the file is complete, ORSP will submit a "Request for Account Establishment" to the Finance and Administration Division Office of Grants and Contracts (G&C). It is this office that will establish an account for the project award and a match account if cost sharing has been included in the proposal.
These accounts are established to maintain and administer funds based on the terms of the award document. Accounts are maintained in accordance with generally accepted accounting principles. The awarded budget provides the basis for allowable expenditures.
The authorization and expenditure of funds is determined by the applicable federal or state regulations, the requirements of the source of funds, and the institutional rules and procedures governing expenditures. In the course of a project, the PI/PD may wish to make an expenditure that is not specifically authorized in the award document. The Grants and Contracts Office can assist in determining whether or not a sponsor approved budget revision would be required in order to make the expenditure. Budget revisions requiring sponsor and/or institutional approval must be submitted to the ORSP.
PI/PDs are responsible for reviewing agency and program guidelines relating to their grants and ensuring that all expenditures are directly related to and necessary for the successful completion of the project. The Finance and Administration office of Grants and Contracts (G&C) determines the allowability of cost items for expenditure.
A congratulatory email is sent to the PI/PD on receipt of award. Copies of this notification and a project summary will be sent, to the PI/PD and the department responsible person, Chair, Dean, Public Affairs, Provost, President and Associate Vice President for Academic Affairs. The Contracts and Grants Office will notify the PI/PD of the account number.
Employment of Personnel on Externally Funded Projects
To initiate the employment of faculty, staff, or graduate students, the P1/PD must consult with the Director of Personnel. Once the position has been filled or a current employee has been assigned, a "Request for Form 500" or Employee Payroll Action (EPA) must be completed and routed through the appropriate Department Chair, College Dean, and Provost for approval and required authorization. If a graduate student’s salary is funded entirely by sponsored funds, the Form 500/EPA does not require approval by the Provost or College Dean and should be sent directly to Grants and Contracts following the approvals by the department chair. To initiate the employment or assignment of an undergraduate student worker, the PI/PD must consult with the Office of Student Financial Aid Services.
Purchasing
The university’s procurement procedures are subject to a complex set of state and federal Statutes, Texas A&M University System Policies and Regulations, Texas A&M University-Kingsville rules, and in the case of research agreements, sponsor contractual conditions. The University has developed specific procedures to assist researchers in expediting the delivery of goods and services. Procurement Procedures can be found in the Procurement Manual, copies of which are available in each department. All Principal Investigators, Projector Directors, or other faculty and staff involved in externally funded projects are encouraged to visit the Office of Procurement and General Services to discuss procurement needs and to come to a better understanding of how the system works.
Procurement ManualTravel
Reimbursment: Reimbursement of travel expenses incurred by faculty, staff, and graduate students on externally funded projects follows the guidelines set forth in the at the State Comptroller website.(State of Texas Travel Allowance Guide) Completed travel vouchers should be approved and signed by the individual and appropriate supervisor and forwarded to the Business Office for processing. Travel expenditures incurred by undergraduate students is reimbursed with a Departmental Requisition Form. Prior to initiating travel arrangements, the PI/PD should review the grant or contract conditions for any travel restrictions. Further, the PI/PD should verify the existing status of the account to determine if sufficient funds are available for travel. Maximum reimbursement rates for state and federal travel (meals and lodging) can be found at this web site: reimbursement rates.
If the destination city is not listed in this document, use another city in the same county. If the county is not listed, use the rate given as the median rate for the destination state. Grant accounts cannot be used to reimburse travel expenses for amounts exceeding the amounts listed unless the account is from a non-state agency (i.e. private, foundation or federal funds) and the original grant proposal contained a statement in the budget justification section allowing expenses exceeding state maximums, such as "State guidelines will apply for travel reimbursement rates unless actual costs exceed state limits. If actual costs exceed state limits, actual costs will be used for reimbursement purposes." When claiming reimbursement for travel costs exceeding state limits, a travel voucher is used to claim reimbursement up to the state limit. A requisition must be submitted to claim reimbursement for the amount exceeding the state limit.
To determine the official distance between two cities (for calculating mileage) see: Texas Mileage Guide.
Here is also a helpful checklist developed by Finance and Administration: Travel Reimbursement ChecklistMeals: Meals reimbursement requests should be for actual expenses up to the maximum allowed. Receipts are not required for meal expenses. TAMUK does not reimburse for meal expenses if the travel did not include an overnight stay. Travelers may claim the meal expense reimbursement for both the day before and the day after an overnight stay based on actual meal expenses related to travel up to the maximum allowed regardless of the time the traveler departed from and returned to Kingsville.
Approvals: All university travelers are required to receive their administrators’ approval prior to travel. Such approval is requested with the form "Leave/Travel Request". Travelers going to any foreign country except Mexico and Canada are required to also receive the President’s approval. This approval is requested with the form "Request for Presidents Approval for State Employees Traveling to Foreign Countries". Travel to Mexico and Canada is treated the same as domestic travel. Travel to Washington, D.C. requires the approval of the Texas A&M University System, unless the travel is required by the grant or contract. Such approval is requested with the form "Report For State Agency Travel To Washington, D.C.
PI/PDs are responsible for the day-to-day administration and direction of their projects. The PI/PD is provided with a copy of the grant or contract, and terms and conditions of the award and a Project Summary. Finance and Administration will provide monthly fiscal summaries. ORSP will assist PI/PDs in clarifying or resolving budgetary issues.
Project Changes: Sponsors differ on the specific requirements for allowing and authorizing changes in the project “scope of work” and budget. The PI/PD must inform ORSP of proposed project changes requiring grantor approval. Correspondence with the sponsor requesting such changes must be authorized and signed on behalf of the institution by the Director of ORSP.
No Cost Extension: Several items of information are needed in order to apply for a no-cost extension. The following items should be included in the request:
1. the additional length of time
2. a justification for this additional time (funds remaining is not a justification)
3.a summary of the progress of the project to date (usually as an attachment)
4. an estimate of funds that are unobligated at the currently scheduled expiration date
5. the projected timetable (or table of activities) to complete the portions of the project that will remain unfinished at the scheduled completion date
6. and revised budget if changes need to be made for the period of the extension, or a statement that the budget items will be expended as originally awarded.Once this is provided to ORSP, the Director will write a letter to the granting agency, requesting the extension.
Reports: The PI/PD is responsible for compliance for technical or program reporting. Many federal agencies refuse to review proposal submissions if the PI/PD is delinquent in submitting reports on currently funded projects. The PI/PD should read the sponsor’s guidelines carefully to determine what reports are required, their frequency, and preparation instructions. Any report that needs a signature must be routed through ORSP for the Director's signature before being mailed out. Financial reports will be prepared by Grants and Contracts. A copy will be provided to the PI/PD. A copy of the required reports should be routed through ORSP before submission so that the Program Developer can aid in the narrative. Also ORSP needs a copy of all the reports in order to comply with audit requirements.
Faculty/Staff Termination of Institutional Association: When a PI/PD terminates his/her association with the university, ORSP should be contacted immediately. Ensuring that all technical reporting requirements are met, and all expenditures are cleared on the grant account are administrative responsibilities of the PI/PD prior to his/her leaving the employment of the University. If the grant award will remain active, the university may request transfer of the award to another institution where the PI/PD will be employed, or the University may request that a new PI be approved. This will be done in consultation with the PI/PD. Transfer of the grant will be made in accordance with an agreement between Texas A&M University-Kingsville, the granting agency, and any other institutions involved.
When a PI/PD terminates his/her association with the university, ORSP should be contacted immediately. Ensuring that all technical reporting requirements are met, and all expenditures are cleared on the grant account are administrative responsibilities of the PI/PD prior to his/her leaving the employment of the University. If the grant award will remain active, the university may request transfer of the award to another institution where the PI/PD will be employed, or the University may request that a new PI be approved. This will be done in consultation with the PI/PD. Transfer of the grant will be made in accordance with an agreement between Texas A&M University-Kingsville, the granting agency, and any other institutions involved.