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Post-Award Resources

Now that you have a grant…Congratulations! Please contact your department chair and dean to let them know about your award.  And if you haven’t already, notify the office of Foundation, Corporate & Government Relations. In order to achieve the goals set out in your winning proposal, you need to know certain steps and University contacts.

Documenting your Award

The award documents (letter, terms and conditions, etc.) must be processed through the Office of Foundation, Corporate & Government Relations (FCGR). If you – the Principal Investigator or
Project Director (PI/PD) – receive such documents, please send or deliver to FCGR, 1st floor, Puryear Hall, as soon as you receive them. If FCGR or another administrative office receives the documents, FCGR will notify the PI/PD.

FCGR will:

  • Take care of any signatures needed on agreements, acknowledgements or thank you letters that are required or appropriate.
  • Create/review and process any outgoing or incoming sub-awards or Memos of Understanding (MOU) to/from your collaborators for grant-funded work.
  • Provide a copy of the award letter, terms and conditions, and approved budget to Grants Accounting (see ACCESSING… below).
  • Provide a copy of the award letter to the Advancement Data Services Gift Recording team.
  • Notify university administrators about your award.
  • Work with the Communications office on news releases, social media, magazine articles, etc.

Contact:  Brenda Thomas, Director of Grant Support
bthomas2@richmond.edu, 289-8005, 106 Puryear Hall

•    See FCGR’s website.

Accessing/Spending your Grant Funds

Your grant funds need to be spent as proposed in the time allotted (unless you obtain a no-cost extension and/or permission from the funder to change your budget).

The  post-award Grants Accounting office will:

  • Set up a grant account for you with a 5-digit number unique to your grant, such as 27XXX for a federal grant, 28XXX for a state grant, or 29XXX for a privately-funded grant.  
  • Notify the Budget Office about providing monthly budget reports and access to your budget on Banner.   
  • Approve grant-funded expenditures, assure compliance with grant terms, invoice funders if necessary, and provide official financial reports to granting agencies.


Contact:  Tammy Hicks, Director of Grants Accounting
thicks@richmond.edu, 289-8752, 108-109 Puryear Hall
For additional information see:  http://controller.richmond.edu/grants/

Note: Awardees in Biology, Chemistry, Physics and Psychology should contact Dan Durant, Budget Analyst, to discuss spending and managing grant funds, ddurant@richmond.edu, 289-8477

Fellowships

Fellowships typically provide a stipend for an uninterrupted period of scholarly research and writing.

  • If you receive a fellowship for a sabbatical or leave-of-absence, it is important to contact your dean’s office, as this will impact your paychecks and benefits.
  • If by chance you did not work with FCGR on the fellowship application, please provide FCGR with a copy of the application and award notice.
  • It may be to your advantage to have the fellowships paid to you through UR. FCGR will take care of the deposit and routing of fellowship funds if they are to be sent to UR.
Hiring to Fill Grant-Funded Positions

First, contact the Grants Accounting Office (or if Biology, Chemistry, Physics, or Psych contact Dan Durant) to verify your grant will allow the position and there are funds available.

If you are going to hire someone (other than a student), there are steps to creating a job description and advertising the position, if necessary. First, contact the representative for your School:


If you are going to hire UR students, please contact Mike Pagano, Assistant Director, Financial Aid, mpagano@richmond.edu 289-8438, http://studentjobs.richmond.edu/supervisors/index.html

  • Students, who have never worked on campus before, will need to complete pre-employment paperwork BEFORE they can start work.  
  • An original social security card, passport or birth certificate is required.


To hire international students, post-docs or visiting faculty, please contact Krittika Onsanit, Director of International Students, Scholars and Internship Services, konsanit@richmond.edu  289-6499


If the research/employment is being conducted somewhere other than Virginia contact Sharon Condrey, Director of Tax Compliance and Payroll, scondrey@richmond.edu, 289-8171

Purchasing grant-funded Supplies, Equipment, Etc.
  • If you are going to purchase equipment or need special utilities/modifications (plumbing, electricity, etc.), please contact the Office of Strategic Sourcing and Payments (SSP) (“Purchasing”)  (NOTE: It is best to do this at the application stage and follow up after the award is received.)
  • When equipment or other goods and services are requested on federal grant proposals, all University procurement guidelines must be followed in specification, price solicitation, vendor selection, and procurement.   In addition, the federal government mandates that we follow the Procurement Standards in OMB’s Uniform Guidance for goods and services purchased with Federal funds.
  • Purchases of single items more than $5,000 require two bids or a Sole Source Provider justification. Single items costing more than $25,000 must have at least three bids or the sole source document.  Note: these guidelines are subject to change, so check with Strategic Sourcing before agreeing to buy.
  • Once you have completed the requisition, it must be signed by the Grants Accounting Manager before taking/sending the requisition to SSP.
  • Contact: Jean Hines, Director, Strategic Sourcing & Payments, jhines@richmond.edu, 289-8181
  • Procurement Policies
  • If you are going to need a Purchasing Card for your grant, contact the Purchasing Card staff.



Travel

If you and/or your students have budgeted for travel with grant funds, note that many funders require you use U.S. Flag Carriers unless none are available (the “Fly America Act”).  


INTERNATIONAL TRAVEL by faculty, staff or students often requires special insurance.  

Courses or Programs for UR or Non-UR Students

If your grant involves a course for credit or non-credit, please confirm arrangements made during the application process:

  • For courses for Non-UR students and Summer: contact the School of Professional & Continuing Studies, spcs@richmond.edu, 289-8382
  • SPCS will be responsible for contacting Registrar, Bursar, and Financial Aid.


For courses for UR students during the academic year: contact your Dean.

  • If your grant supports a program for which you will need meeting rooms, signs, catering and/or other services, contact Liz Chenery, Dir. of Events, Conferences & Support Svcs, echenery@richmond.edu, 289-8585
University contacts

If you have a question or situation that is not covered here, feel free to contact the Office of Foundation, Corporate & Government Relations, 289-8444, fcgr@richmond.edu

For a PDF at-a-glance list of post-award contacts, click here.