Post-Award Policies
Congratulations on receiving a grant. Please begin the post-award process by contacting your department chair and dean to let them know about your award.
In order to achieve the goals set out in your winning proposal, you need to know the following next steps and University of Richmond contacts. If you have a question or situation that is not covered in the following policies and procedures, please contact the Office of Foundation, Corporate and Government Relations.
The award documents—including the letter, and terms and conditions—must be processed through the Office of Foundation, Corporate and Government Relations (FCGR). If you—the principal investigator or project director (PI/PD)—receive such documents, please deliver to FCGR 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 agreements, acknowledgements or thank you letters that are required or appropriate.
- Create and process any outgoing sub-awards or memos of understanding to your collaborators; we also will review and process any incoming sub-awards, contracts or memos of understanding for grant-funded work.
- Provide a copy of the award letter, terms and conditions, and approved budget to grants accounting.
- Provide a copy of the award letter to the Banner gift recording team.
- Notify University administrators about your award, and work with the communications office to coordinate any news releases, magazine articles, etc.
The grants accounting office will set up a grant account for you with a five-digit number that is unique to your grant. This account number will also identify the type of grant, such as 27XXX for a federal grant; 28XXX for a state grant; or 29XXX for a privately funded grant. Once your account is created, you will provide a monthly budget report by e-mail and access your budget on Banner. You will also need to approve grant-funded expenditures, assure compliance with grant terms, bill funders if necessary, and provide financial reports to granting agencies.
If you have any questions, contact Felicia Harris, grants accounting manager in the controller's office:
Phone: (804) 289-8178
Email: fharris@richmond.edu
Office: G-12 Maryland Hall
Before hiring to fill a grant-funded position, contact the grants accounting office to verify your grant will allow the position and that funds are 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. Faculty in the School of Arts and Sciences should contact Dustin Engels, academic employment coordinator, at (804) 287-1837 or dengels@richmond.edu. Faculty in all other schools should contact Pat Chandler, HR employment recruiter, at (804) 287-6675 or pchandl3@richmond.edu.
If you are going to hire UR students, contact your department’s Student Employment Supervisor to start the hiring process. For jobs that are funded by grants indexes starting with 27,xxx, 28,xxx, or 29,xxx, the Electronic Personnel Action Forms (for hourly jobs) and Student Summer Stipend Research Request forms (summer bi-weekly) need to be processed and approved through Felicia Harris, Grants Accounting Manager, before coming to Student Employment/Financial Aid. Devon Slough, Student Employment/Financial Aid, can be contacted at (804) 289-8913 with any questions. Students who have never worked on campus before will need to complete pre-employment paperwork before they can start work. An original (no copies accepted) Social Security card, passport or birth certificate (the most common I-9 documents) is required. For more specific information visit, http://studentjobs.richmond.edu.
To hire international students, postdoctoral students or visiting faculty, contact Krittika Onsanit, director of international students, scholars and internship services, at (804) 289-6499 or konsani@richmond.edu. For international taxation assistance, contact Nancy Colón at (804) 287-6007 or ncolon@richmond.edu.
If the research is being conducted somewhere other than Virginia, contact Sharon Condrey, payroll, at (804) 289-8171 or scondrey@richmond.edu.
If you are going to purchase equipment or need special utilities or modifications, such as plumbing or electricity, please contact the Office of Procurement and Strategic Sourcing. It is best to do this at the application stage.
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 University researchers follow the procurement standards in OMB Circular A-110, sections 40 to 48, for goods and services purchased with federal funds.
Purchases of single items that cost more than $5,000 require two bids or a sole source provider justification document. Single items costing more than $25,000 must have at least three bids or the sole-source document. Once you have completed the requisition, it must be signed by the grants accounting manager before sending the requisition to purchasing.
If you need a purchasing card for your grant, contact the procurement office.
If you and/or your students have budgeted for travel using grant funds, please note that some funders require you use the U.S. Flag Carriers unless none are available. You may make the travel arrangements, or use one of the University's contracted travel providers.
If you have any questions about procurement procedures, contact the Office of Procurement and Strategic Sourcing at (804) 289-8163.
If your grant involves a course for credit or non-credit, please confirm arrangements made during the application process.
- UR students - Contact your dean.
- Non-UR and summer students - Jim Narduzzi, dean, School of Continuing Studies, at (804) 289-8135 or jnarduzz@richmond.edu. SCS will contact the registrar, bursar, and financial aid.
If your grant supports a program for which you will need meeting rooms, signage, catering, and/or other services, contact Carla Shriner in University Events, at (804) 289-8160 or cshriner@richmond.edu.
Pre-award assistance and grant documents, including award notices and terms:
Foundation, Corporate and Government Relations
104 Puryear Hall
Diana Vincelli
Phone: (804) 289-8005
Email: dvincell@richmond.edu
Grant accounts, expense approvals, financial reports to funders, and bill funders:
Grants Accounting
G-12 Maryland Hall
Felicia Harris
Phone: (804) 289-8178
Email: fharris@richmond.edu
Fellowships for PIs and PDs, leave and sabbatical in Arts and Sciences, grant-funded new hires, postdoctoral students, and technicians:
School of Arts and Sciences
22 Boatwright Administration Wing
Terri Weaver
Phone: (804) 289-8926
Email: tweaver@richmond.edu
Dustin Engels
Phone: (804) 289-1836
Email: dengels@richmond.edu
Grant-funded new hires other than students:
Human Resources
Weinstein Hall, first floor
Pat Chandler
Phone: (804) 289-6675
Email: pchandl3@richmond.edu
Hiring UR students:
Student Employment
Sue Young
Phone: (804) 289-8737
Email: syoung@richmond.edu
Hiring international employees:
International Education
Carole Weinstein International Center
Krittika Onsanit
Phone: (804) 289-6499
Email: konsani@richmond.edu
International taxation requirements:
Controller
Nancy Colón
Phone: (804) 289-6007
Email: ncolon@richmond.edu
Purchasing equipment, supplies, utilities, and furniture:
Procurement and Strategic Sourcing
Physical Plant Building
Phone: (804) 289-8163
Event and meeting planning:
Events, Conferences and Support Services
Carla Shriner
Phone: (804) 289-8160
Email: cshriner@richmond.edu
Purchasing grant-funded supplies and other materials:
Controller
Credit, tuition, and classroom space for courses:
Non-UR and summer students
Jim Narduzzi
Phone: (804) 289-8135
Email: jnarduzz@richmond.edu
UR students during the academic year – contact the host school dean
Travel for University business:
Procurement and Strategic Sourcing