Whether awarded or declined, it is your responsibility as the PD/PI to alert the appropriate offices of the outcome of your submission.
When a Grant is Awarded
Faculty and/or staff members awarded grants from external funding sources are to immediately share copies of the award announcement, reporting requirements, and deadlines with the Grants Office. The Grants Office will review and proposed contracts or associated commitments in order to finalize the grant agreement, process payments, and begin the account set up with protocols approved by the Advancement and Treasurer’s offices.
In cases when a funder requests that additional forms be completed before the funder will release the grant award to Wabash, the PD/PI should also forward those documents to the Grants Office to notify appropriate administrative staff.
The PI/PD are required to work closely with the Grants Office and the Director of Accounting Services in the Treasurer’s Office to schedule a ‘Grant Launch Meeting’. This meeting will serve as an opportunity for support staff and the grant management team to do a final review of internal expectations for grant management, create a timeline for future reporting, review procedure for reaching out to the funder, and most importantly set up the grants account and adhere to the approved expenditures of budget funds.
When a Grant is Pending
The College does not permit spending to begin under a grant until it has received written confirmation of the award from the granting agency. Once the award is confirmed, some federal funding agencies, including the National Science Foundation, permit pre-award spending, giving the PD/PI up to 90 days prior to the actual start date of the grant when grant funds can be spent.
It is the PD/PI's responsibility to understand the funding agency's rules and procedures concerning pre-award spending.
When a Grant is Declined
The PD/PI is responsible for forwarding to the Grants Office a copy of the funding source’s letter or email indicating the proposal was not funded.
It is important to keep the Grants Office up to date on the status of all grant proposals, both for tracking purposes and for identification of checks and award letters which come to the President’s Office.