Award-Award Set up	→	Financial Administration	→	Closeout	→	Post-Closeout
Process		Process		Process		Process
PI/RA/DSR receives notification from		PI/Dept Staff enter award information		PI ascertains that all Deliverables		RFM provides Roll-over analysis reports
sponsor of award		in internal tracking/financial		and non-financial reports have been		to PI - Dept Staff.
		monitoring system.		met and completed.
PI/RA/DSR reviews for any changes						F&A Rebate Analysis - to determine
or modifications since submission/		PI/Dept. Staff transfers Payroll and		PI-RA-Dept.Accountant works with		correct distribution and chartfields.
negotations		non-payroll expenditures onto grant,		RFM team to determine if all
		if allowed and approved.		invoices submitted and income		PI/RA/Dept Staff cooperate and provide
PI obtains IRB approval and submits				received and posted.		detail for any audit requests.
approval paperwork to DSR/RA		PI/RA/Dept Staff submits payroll
		distribution for personnel on project		For non-continuing grants, PI-RA-
PI/RA/Dept Support Staff submits				Dept.Staff will finalize and terminate		People/Roles Involved
Grant Budget Release (GBR) and		PI / Dept. Staff perform regular		all expenditures (Payroll - p-cards,		Principal Investigator (PI)
Internal Form (if not previously		monitoring of grants and charges		travel, encumbrances, subcontracts		RA - Dept. Staff
submitted)		expensed as compared to Award		and subawards) and all recurring		Research Financial Management (RFM)
		terms and conditions and transfer		charges (IT, cell, etc)		Research Foundation
DSR sets up project number and		out any unallowable costs.
issues Research Award Notice				Determine and correct any over-		Information/Data Needed
(RAN)		PI provides sponsor with deliverables		expended Budget Categories.		Access to historical data/financial data
		and non-financial reports as outlined				and backup
RFM sets up project in FAST and		in terms and conditions of award		Cashing out any accrued annual/
notifies PI/RA/Payroll/Dept staff				sick leave		Forms
		PI/RA/Dept Staff/RFM provides				RFM spreadsheet
Payroll issues GEMS codes		sponsor with financial reports/		People/Roles Involved
		invoices as outlined in terms and		Principal Investigator (PI)		Items to Consider
PI submits work flow via email		conditions of award		Research Administrator (RA)		Retention of documents - space as well
to Controller's Office				Department Staff		as lockable cabinets/office for sensitive
		PI/RA/DSR/Sponsor discuss any re-		Research Financial Management (RFM)		information
If there is a sub-award or sub-		negotiations of terms and conditions		Property Mgmt (equipment returns)		Who has final authority/ownership over
contract, PI/RA provides info/docs		of award if necessary.		Information Technologies		backup documents (RFM -
to DSR. DSR issues contract to sub				Human Resources (HR) & Payroll		Departments?) in case of audits
		People/Roles Involved
People/Roles Involved		Principal Investigator (PI)		Information/Data Needed		Still have questions? Contact :
Principal Investigator (PI)		Research Administrator (RA)		Access to GEMS (for Payroll		Your departmental research
Research Administrator (RA)		Dept. Accountant-Fiscal Assistant		Distribtuion, Payroll Register		administrator and/or your DSR rep
Chair/Designee (Internal Approval)		Research Financial Management (RFM)		Queries, RSA checks, PERT
Dean/Designee (Internal Approval)		Dept. Support Staff (process Travel,		reports)
Division of Sponsored Research (DSR)		p-card, purchase orders, etc.)		Access to FAST
Research Financial Management (RFM)		PERT (if federal)		Access to Travel Module
Controller's Office		PI/Staff from other collaborating		Access to FAIR
Associate VP		department/unit/college		Access to e-postal
General Counsel (GC)		Division of Sponsored Research (DSR)		Leave Balances for possible cash-
Patents & Licensing (P&L)		Dept. HR Lead (appointments and		out amount
Human Resources (HR) & Payroll		time-sheet)		Residual if any for F/P awards
Research Foundation		Other USF Recharge Centers (IT,
		Computer Store, Post Office, etc.)		Forms
Information/Data Needed		Purchasing		Gems (Internal) Payroll distribution
Purchase Order OR		Travel		forms
Signed Contract OR		Accounts Receivable		Journal Transfer Forms
Award Notification Letter OR		Accounts Payable		Retroactive Expense Transfer (RET)
Subaward/subcontract Notification		Property Management		form
Assigned Chartfields		Research Foundation		IT/LD request
GEMS Direct Distribution and Cost-		Sponsor (in case of modificaitons/re-		Key Request/turn in forms
share Codes (if applicable)-		negotation of award or award		PERT reports
General Ledger/Budget Roll up (e.g.		deliverable/deadlines)		Sponsor specific final Financial
Rossetta Stone)				reports
		Information/Data Needed		ASFs- Appointment Status Forms
Forms		Access to GEMS (for Payroll
Internal Form		Distribtuion, Payroll Register		Items to Consider
Grant Budget Release		Queries, RSA checks, PERT		Disposition of any equipment /
IRB, IACUC, etc Approval		reports)		supplies purchased on award?
Underwrite/Bridge Underwrite		Access to FAST		If PGI, impact of type of PGI on
Underwrite/Bridge Underwrite (with C/S)		Access to Travel Module		main grant.
FAST workflow		Access to FAIR		Did we meet our cost-sharing
Subaccount Transfer form		Access to e-postal		obligations, if not, determine impact
Subaward Data Form		Deliverables and Invoicing Due Dates		on award and department.
Key Request Form		Award Budget		Did the Department provide support
3rd Party Cost-Share Forms		A-21 Compliance		to grant (subsidized) that needs to
Appointments Forms (Faculty,Staff,				be reimbursed?
OPS, Student, GA and TA)		Forms		Departmental policies and
		Payroll distribution Forms (internal)		procedures in regards to any grant
Items to Consider		Journal Transfer Forms		residual - who keeps it?
Are there any prior Approval		Retroactive Expense Transfer (RET)		Terminate employees or continue
Requirements to consider?		IT/LD request		working on other funding sources?
Are there any restrictions based on		Participant Payment request forms
Terms & Conditions of the award		3rd Party Cost-Share Forms (if not		Still have questions? Contact :
Type of award (Cr, FP, Unit Cost)?		previously submitted)		Your departmental research
OMB Cirbular A-21		Budget Transfer Form		administrator and/or your DSR rep
Multi year awards and sponsor		Underwrite/Bridge Underwrite
approval for carryover funds		Underwrite/Bridge Underwrite (with C/S)		Reporting
If cost-share from other department,		Research Foundation forms		Coming Soon!
do we have written approval from		Purchasing- Change order forms
Chair and/or Dean?		No-Cost Extension  (Forms/Notice)		Training & Education
Is there 3rd party cost share?		Timesheets (if applicable)		Coming Soon!
If Clerical and Admin distributions		Independent Consultant Forms
allowed, were proper GEMS		Stipend request forms/memos
Distibution codes assigned?		Tuition Waiver requests/memos
		HIPAA compliance forms
Still have questions? Contact :		Key request forms
Your departmental research		Extra Compensation Forms
administrator and/or your DSR rep
		Items to Consider
Reporting		Were there any expenses incurred
Coming Soon!		prior to grant open that need to be
		moved to the grant?
Training & Education		9 month vs. 12 months appointment
Coming Soon!		implications
		The necessary knowledge/expertise
		of the PI/RA/Dept staff/accountant
		with the USF financial tools (FAST,
		Finance Mart, FAIR, GEMS)
		Ability of PI/ Dept. Staff/Accountant
		to identify system and posting errors
		and how to correct them.
		Is more time needed to accompolish
		deliverables (no cost extension)?
		If multi-year funding, consider bridge
		underwrites if delay in receipt of
		funds.
		Backup of documents (expenses);
		who keeps it and how is it provided
		(paper, pdf, both?)
		Still have questions? Contact :
		Your departmental research
		administrator and/or your DSR rep
		Reporting
		Coming Soon!
		Training & Education
		Coming Soon!