{"id":1386,"date":"2025-12-12T07:53:37","date_gmt":"2025-12-12T12:53:37","guid":{"rendered":"https:\/\/www.ramapo.edu\/grants\/?page_id=1386"},"modified":"2025-12-12T07:53:38","modified_gmt":"2025-12-12T12:53:38","slug":"post-award","status":"publish","type":"page","link":"https:\/\/www.ramapo.edu\/grants\/post-award\/","title":{"rendered":"Post-Award"},"content":{"rendered":"<h3><span style=\"color: #993300\"><b>Post-Award Procedures\u00a0<\/b><\/span><\/h3>\n<p><span style=\"font-weight: 400\">Congratulations on receiving a grant award! The Office of Grants and Sponsored Programs and Business Services are here to support you throughout the post-award phase and to ensure compliance with all sponsor, College, state, and federal regulations. Together, OGSP and Business Services provide the expertise, systems, and guidance necessary to help you steward project funds responsibly and manage your award in accordance with the approved proposal, contractual terms, and applicable regulations.<\/span><\/p>\n<h4><strong>FAQs<\/strong><\/h4>\n<ol>\n<li><b> When does the post-award phase begin?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">The post-award phase begins as soon as a Notice of Award (NOA) is issued and accepted on behalf of Ramapo College. At this point, the Grants Specialist sets up the FOAP, provides award documentation, and schedules an award kickoff meeting.<\/span><\/p>\n<ol start=\"2\">\n<li><b> Who are the key offices involved in post-award management?<\/b><\/li>\n<\/ol>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Principal Investigator \/ Project Director (PI\/PD) \u2013 Responsible for executing the project, certifying effort, approving expenses, and submitting programmatic reports.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Grants Specialist \u2013 Manages financial reporting, billing, drawdowns, account set-up, and compliance monitoring.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Office of Grants &amp; Sponsored Programs \u2013 Provides award oversight, ensures regulatory compliance, manages amendments, extensions, and communication with sponsors.<\/span><\/li>\n<\/ul>\n<ol start=\"3\">\n<li><b> What happens during the award kickoff meeting?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Funds are not released until PI\/PDs complete required training. The Grants Specialist meets with the PI\/PD to review:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Award terms and conditions<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Budget and allowable costs<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Effort reporting requirements<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Subawards (if applicable)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Procurement rules<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Identify\/add any parties that should have access to the Banner account<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Reporting deadlines<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Recordkeeping expectations<\/span><\/li>\n<\/ul>\n<ol start=\"4\">\n<li><b> Can I start spending before the award account is set up?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">No. Pre-award spending is not allowed unless the sponsor explicitly authorizes it <\/span><i><span style=\"font-weight: 400\">in writing<\/span><\/i><span style=\"font-weight: 400\"> and Ramapo\u2019s Provost or appropriate VP approves the request. If the award is never executed, the department is responsible for all pre-award expenditures.<\/span><\/p>\n<ol start=\"5\">\n<li><b> How do I charge expenses for my award?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Common direct costs include personnel, fringe, materials\/supplies, travel, equipment, participant support, and consultant services.\u00a0 The PI\/PD initiates or approves expenses, and the Grants Specialist reviews them prior to processing. <\/span><span style=\"font-weight: 400\">All expenses must be:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Allowable, allocable, reasonable, and consistently treated (<\/span><a href=\"https:\/\/www.ecfr.gov\/current\/title-2\/subtitle-A\/chapter-II\/part-200\/subpart-E\"><span style=\"font-weight: 400\">Uniform Guidance cost principles<\/span><\/a><span style=\"font-weight: 400\">)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Within the approved award period<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Aligned with the sponsor-approved budget<\/span><span style=\"font-weight: 400\"><br \/>\n<\/span><\/li>\n<\/ul>\n<ol start=\"6\">\n<li><b> What costs are unallowable?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Always check with OGSP or the Grants Specialist before making unusual purchases. Examples of unallowable costs include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Alcohol and entertainment<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Lobbying<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Contingency funds<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Administrative salaries not directly allocable<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Expenses after the project end date<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Gifts, awards, or general promotional items<\/span><span style=\"font-weight: 400\"><br \/>\n<\/span><\/li>\n<\/ul>\n<ol start=\"7\">\n<li><b> What is effort reporting and why is it required?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Effort reporting documents the percentage of time employees spend working on sponsored projects. It is required by federal regulations (<a href=\"https:\/\/www.ecfr.gov\/current\/title-2\/subtitle-A\/chapter-II\/part-200\/subpart-E\/subject-group-ECFRed1f39f9b3d4e72\/section-200.430\">2 CFR 200.430<\/a>). PI\/PDs must certify their own effort and that of all project personnel, including cost-shared effort.\u00a0<\/span><\/p>\n<ol start=\"8\">\n<li><b> What is cost sharing, and how do I document it?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Cost sharing is the portion of project costs not paid by the sponsor. Once committed, cost sharing is binding and must be tracked in separate FOAP accounts and reported as required. <\/span><span style=\"font-weight: 400\">It may be:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Mandatory (required by sponsor)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Voluntary committed (included in the proposal)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">In-kind or cash<\/span><\/li>\n<\/ul>\n<ol start=\"9\">\n<li><b> How do I make changes to the award budget or scope of work?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Any changes must be reviewed by OGSP before implementation. A budget revision document must be completed and approved by your supervisor or Dean. Common changes requiring approval include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Budget reallocations<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Scope changes<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">PI\/PD changes<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Key personnel effort reductions (&gt;25%)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Rebudgeting participant support costs<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Adding, removing, or modifying subawards<\/span><span style=\"font-weight: 400\"><br \/>\n<\/span><\/li>\n<\/ul>\n<ol start=\"10\">\n<li><b> Can I move funds between budget categories?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Maybe. OGSP will advise you on what requires approval. Ramapo must follow the sponsor\u2019s rebudgeting rules. Common situations requiring <\/span><b>prior sponsor approval<\/b><span style=\"font-weight: 400\"> include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Moving funds out of participant support<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Adding a new subaward<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Large transfers that change the project scope<\/span><\/li>\n<\/ul>\n<ol start=\"11\">\n<li><b> What if a mistake is found in my grant charges? (Cost Transfers)<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Cost transfers cannot be used to fix overspending or move leftover funds to another grant. They must be:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Fully justified<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Timely (within 90 days of original posting)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Documented and approved by the PI\/PD<\/span><\/li>\n<\/ul>\n<ol start=\"12\">\n<li><b> What is a no-cost extension (NCE), and when can I request one?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">A NCE cannot be requested solely to spend down remaining grant funds. NCEs are permitted only when additional time is needed to complete approved project activities and when a programmatic justification (such as research delays, unforeseen circumstances, or the need for additional time to finalize project tasks) can be clearly demonstrated. While remaining funds may be used during the extension period, they may only support authorized activities that advance the original scope of work\u2014not new activities and not expenditures made simply because funds are unspent.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">Requests must be submitted to OGSP at least 30 days before the project end date using the Budget Revision Request Form. The sponsoring agency may have their own timeline for NCEs, so please check with them, as well.<\/span><\/p>\n<p><span style=\"font-weight: 400\">You may request an NCE if:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The project will not be completed by the end date.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Funds remain to support continued work.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The extension is necessary for programmatic reasons (not simply to spend remaining funds).<\/span><\/li>\n<\/ol>\n<ol start=\"13\">\n<li><b> How do I hire personnel on my grant?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">All personnel actions (new hires, hourly staff, consultants) must go through People Operations &amp; Employee Relations (POER).<\/span><\/p>\n<p><span style=\"font-weight: 400\">Key considerations:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Salary must align with institutional base salary (IBS) rules<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Course releases require Dean approval<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Summer salary requires a justification and must comply with federal guidelines<\/span><\/li>\n<\/ul>\n<ol start=\"14\">\n<li><b> What do I need to know about travel on a grant?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Grant-funded travel must follow:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Sponsor rules<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Ramapo College\u2019s travel policies<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Fly America Act (for federal funds)<\/span><span style=\"font-weight: 400\"><br \/>\n<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">A Travel Authorization Request (TAR) is required before travel occurs. Meals and incidental expenses follow GSA.gov or State Department <\/span><i><span style=\"font-weight: 400\">per diem<\/span><\/i><span style=\"font-weight: 400\"> rates unless otherwise restricted. If the grantor does not specifically state a rate to use, then the RCNJ rates as listed in the Travel Policies &amp; Procedures are used.<\/span><span style=\"font-weight: 400\"><br \/>\n<\/span><\/p>\n<ol start=\"15\">\n<li><b> How do I work with consultants, vendors, or subrecipients?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Before anyone begins work:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Procurement rules apply (purchasing thresholds, contracts, competitive bids).<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Subrecipients are vetted for compliance (see Resources page for vetting document)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">OGSP helps prepare subaward agreements.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">All contracts must be fully executed and routed through Purchasing and General Counsel when required.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">PI\/PDs must review subrecipient invoices, deliverables, and progress.<\/span><span style=\"font-weight: 400\"><br \/>\n<\/span><\/li>\n<\/ul>\n<ol start=\"16\">\n<li><b> What are participant support costs (PSC) and how are they handled?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">PSC may not be used for employees, consultants, or general program operations.\u00a0 PSC includes stipends, travel, and subsistence for participants, not staff or faculty. They must be:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Separately budgeted<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Tracked in distinct expense accounts<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Rebudgeted only with prior sponsor approval<\/span><\/li>\n<\/ul>\n<ol start=\"17\">\n<li><b> What is required if my project involves human subjects or IRB approval?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">If your work involves human subjects, you must obtain IRB approval before initiating any study activities. Additionally:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Changes in protocol must be reported to IRB and sometimes to the sponsor.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">IRB approval must remain current during the entire project period.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">This is a federal compliance requirement, not optional.<\/span><\/li>\n<\/ul>\n<ol start=\"18\">\n<li><b> What happens during award closeout?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">The Grants Specialist submits final financial reports and closes the account. Within the closeout period (often 60\u2013120 days), PI\/PDs must:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Submit final programmatic\/technical reports<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Submit final deliverables<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Confirm all expenses have posted<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Complete final certifications (e.g., effort, inventory, IP disclosures)<\/span><span style=\"font-weight: 400\"><br \/>\n<\/span><\/li>\n<\/ul>\n<ol start=\"19\">\n<li><b> Who should I contact if I receive an audit request?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">No one should communicate independently with auditors without coordination. Any audit, site visit, or desk review notification must be forwarded immediately to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">OGSP<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">VP of the Fiscal Health Core<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Provost<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Internal Audit<\/span><span style=\"font-weight: 400\"><br \/>\n<\/span><\/li>\n<\/ul>\n<ol start=\"20\">\n<li><b> What can cause a grant to be frozen or suspended?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Common reasons include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Missing reports<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Unallowable expenses<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Effort reporting issues<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Noncompliance with IRB\/IACUC<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Audit concerns<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">OGSP will notify you immediately if any issues arise.<\/span><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Post-Award Procedures\u00a0 Congratulations on receiving a grant award! The Office of Grants and Sponsored Programs and Business Services are here to support you throughout the post-award phase and to ensure [&hellip;]<\/p>\n","protected":false},"author":981,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-1386","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v27.1.1) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Post-Award - Office of Grants &amp; Sponsored Programs || Ramapo College of New Jersey<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ramapo.edu\/grants\/post-award\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Post-Award\" \/>\n<meta property=\"og:description\" content=\"Post-Award Procedures\u00a0 Congratulations on receiving a grant award! 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