Grant Lifecycle Processes and Practices

• Grant Lifecycle (Google image)
• Proposal Preparation and Grant Management Guide – PPGMG

Pre-Award: Inquiry and Development

• Project Investigator/Project Director (PI/PD) contacts Foundation, Government and Corporate Relations (FGCR) to discuss project ideas and possible funders
• With assistance from FGCR, PI/PD prepares a draft narrative and budget, if necessary
• Typical budget expenses may include: salaries, benefits, lab supplies, travel, consultants, publication fees, and indirects
• Considerations may include assessment, Macalester match, support letters, and Institutional Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC) involvement

Pre-Award: Proposal Submission

• Proposal documents are reviewed internally before submission
• To initiate the review PI/PD sends narrative, budget and completed Proposal Clearance Form (PCF) to FGCR a minimum of seven days prior to submission
• Generally speaking, this internal review includes Provost, VP for Admin & Finance, Asst VP for Finance, and others as required
• Upon internal clearance, FGCR or PI/PD submits the proposal to the funder

Post-Award: Award Notification

• Funder notifies the Project Investigator/Project Director (PI/PD) and/or the College of an award as well as conditions of accepting the award
• FGCR coordinates campus and external publicity, if necessary
• FGCR notifies other offices on campus, including the Grants Accountant

Post-Award: Award Set-Up

• Grants Accountant sets up the grant
• FGCR and the Grants Accountant complete the Grant Data Form (GDF)
• FGCR and the Grants Accountant meet with the PI/PD and the Grant Administrator to discuss the conditions of the new award
• Banner FOAPAL is activated
• Banner access and approvals are given
• Training on financial reporting systems is provided

Post-Award: Project Duration

• PI/PD undertakes the objectives of the project
• PI/PD is responsible for managing the funds
  • Funds must be spent according to funder requirements
  • Argos Grant Transactions Report should be used to monitor grant transactions on a regular basis
  • Grants Accountant provides assistance with monitoring and managing the funds
• PI/PD is responsible for narrative and technical reports
  • FGCR provides assistance with narrative reporting
  • Grants Accountant prepares financial reports with assistance from PI/PD and Grant Administrator
• Changes to the Award—PI/PD submits the Grant Revision Request Form (GRR) to FGCR for review and assistance with funder notification
  • Extensions
  • Budget Revisions
  • Change in scope
  • Other changes
• FGCR and Grants Accounting partner with the PI/PD and Grant Administrators throughout the project

Post-Award: Project Closeout

• PI/PD or FGCR submits final reports which may include: technical, narrative, and financial
• Banner FOAPAL is closed
  • Banner access and approvals are removed
• Financial records, supporting documents and other pertinent records must be retained in accordance with Macalester and funder requirements
  • Grants are subject to Macalester and funder audits from the beginning of the project period through the last day of the record retention period