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April 07, 2020

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  • Award Management

    Principal Investigators and grants personnel must follow all policies and procedures relating to their grant agreement -- as well as Hamline University policies and procedures. 


    Purchasing and Procurement

    When making purchasing, hiring, or other decisions during a grant-funded project, principal investigators and other grants personnel should follow Hamline's Restricted Funds guidelines. All government-funded projects must review and follow additional policies, including Airline Carrier (both Fly America and Open Skies), Charging of Costs to Federal Awards, Effort Certification, and purchasing through ACTC's Joint Purchasing Agreement, among others. State-funded projects should adhere to the Minnesota Management and Budget Office's Commissioners Plan. 



    Reporting and Compliance

    Nearly every funding agency, whether public or private, requires reports on the progress that has been made on the work of the awarded project. The Principal Investigator is responsible for drafting all reports in a timely manner so the Sponsored Programs Office can review the reports and submit them to the funding agency within their reporting time frame. As each project and grantor may have different requirements, it is important for the PI and SPO to review the requirements and timeline at the time of award. All progress and final reports to grantors must be reviewed by the faculty or staff member's respective academic dean or administrative officer and by the Sponsored Programs Office prior to submission. Copies of all submitted progress, final and financial reports must also be filed with Sponsored Programs Office. 
      

    Effort Reporting and Certification

    Individuals who work on grants awarded to Hamline University are required to file effort certification on a timely basis.

    Effort Certification information

    The Narrative Report

    The narrative portion of a grant report outlines the work accomplished, goals met, and outcomes achieved during the previous period (or over the course of the entire grant). Each funder has its own requirements regarding the format for the narrative report. This report should be in narrative format rather than question and answer format. Some private funding sources accept the Minnesota Common Report Form, which can also provide a format for a general report to a funding source.  

    Minnesota Common Report Form

    The Financial Report

    The Sponsored Programs Office will work with the Finance Office to generate official Financial Reports to submit to the funding agency. Before these are submitted, the Principal Investigator must review the reports against his/her own records and check for any discrepancies. It is the responsibility of the PI to ensure funds are fully spent in a timely and appropriate manner in accordance to the approved budget. Most grantors require prior written approval to deviate from the awarded budget. Any proposed changes in should be communicated with the Sponsored Programs Office. The SPO can help you prepare budget modification requests and navigate the internal and external requirement approval process for budget changes.

    All project financial reporting must be reconciled between the PI and the Finance Office on a quarterly basis. Jeanne Brino is Hamline's grant accountant, and can be reached at (651) 523-2495. 

    Budget Modification Request