Grants & Contract Managers (GCMs) Roles & Responsibilities

• Compiles and presents training to department research personnel regarding changes/updates in institutional policy/procedure/practice (e.g., Travel, Entertainment, and Business Expense Policy and Procedure) 
• Compiles and sends to department research faculty emails of interest re: NIH policy / practice updates (e.g., changes in Biosketch formats/requirements, Data Sharing and Managing policy updates, etc.) 
• Performs all of the award management roles detailed below – including monthly reports, forecasting, troubleshooting etc.–are also performed for start-up, institutional discretionary, internal awards including bridge funding, sponsored gifts, and gifts
• Schedules faculty summer salary (Budget, paperwork, getting signature and original request) and costing Allocations for research leaves and course releases

Reviewing RFP

• Works with staff in ORSP central to assist the PI in reviewing program announcements, proposal guidelines (RFPs, RFQs, etc.)
• Assists newer faculty in understanding the process of award applications/submissions/forms 
• Performs initial review for compliance with the university’s and campus’ guidelines and policies.

Preparing Application Materials

• Using the University’s standard template, prepares detailed budget based on project needs identified by PI
• If needed, prepares draft budget justification
• Uploads budget and budget justification to agency platform or Cayuse 424
• Ensures budget complies with institutional cost accounting standards 
• Determines and applies the appropriate indirect cost, fringe benefits, and tuition rates

Subawards

• Obtains authorized budget and scope of work from institution or private agency
• Incorporates subrecipient proposal into WFU budget and proposal

Non-competing continuation proposals

• Verifies that it is not a new project or new competing cycle

Compliance Issues

• Informs PI of any compliance requirements (e.g., human subjects, animal subjects, export controls, federal financial disclosures, etc.), collects applicable documentation, and forwards information to ORSP for review and approval as needed.

Proposal Routing and Review

• Verifies that documentation is complete and assists faculty in uploading the final budget, justification and other documents into Cayuse by internal deadline.
• Routes proposal in Cayuse (along with related proposal materials) for divisional approval prior to submission
• Monitors internal approvals as needed (Cayuse), making sure approvals are moving forward (and questions being answered) to meet deadline

Pre-Award Spending

• Initiates documentation detailing budget and budget justification
• Identifies unrestricted fund source to be used as back-up for expenses

Award Management

• Reviews award terms for financial requirements
• Reviews and approves expenses
• Reviews, manages, and reconciles all financial transactions and activity on each award
• Processes rebudget requests as needed
• Provides the PI with regular financial reports and projections as requested
• Pays invoices for shared services 
• Manages cash swaps with School of Medicine
• Verifies that expenditures are allowable according to an award’s terms and conditions, other sponsor’s requirements and state or federal policies
• Works with Grants Accounting to ensure compliance with any special billing and/or reporting requirements.
• Maintains real-time tracking of subaward invoicing and payments history, to include requesting additional information or identifying errors and requesting corrected invoices 
• Ensures lab p-cards are being reconciled by holder and not by the GCM
• Tracks any committed cost sharing identified on the award notice
• Prepares request for International wire transfers
• Coordinates PI, department chair and central administration personnel to initiate resolution to any cost overruns

Personnel

• Hires and processes payments for undergraduate and graduate students
• Provides faculty instructions for working with HR for hiring staff and/or postdocs
• Reviews effort certifications, works with payroll to fix errors

Supplier Invoice Requests

• Processes invoices for consulting, services, other direct costs, and  subcontracts
• Processes payments for collaborators, which requires setting up the suppliers as well as processing the one time expense

Equipment Purchases

• Submits purchase requisitions for equipment purchases or PO’s in excess of $5,000 only 
• Please note: GCMs are prohibited from purchasing anything on their p-cards for research labs or departments

No-Cost Extension

• Queries PI 90 days prior to the end date of the award if an extension is to be requested. If so, the GCM provides estimates of the unobligated balance at the end of the award to be carried forward into the extension period.

• Understands the terms of the WFU Patent Policy as well as the WFU Patent Acknowledgment.
• Ensures that the PI and all individuals they supervise disclose all inventions, whether they believe them to be invented at WFU or not, to Wake Forest Innovations, ORSP, and the Vice Provost for Research, including accurate reporting of the funding source.

• Works with the PI 3-6 months prior to end date of the award on final expenditures and eliminating obligations beyond the award period
• Coordinates close out efforts with procurement, accounts payable, human resources and grants accounting
• Verifies that any outstanding orders are invoiced and that the final balance is correct
• Works with the PI and other departments to review unliquidated obligations, eliminate encumbrances, and to ensure all expenses are captured and accurately reported
• Sends final report to PI and Grants Accounting