Post-Award Procedures 

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.

FAQs

1. When does the post-award phase begin?

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.

2. Who are the key offices involved in post-award management?

• Principal Investigator / Project Director (PI/PD) – Responsible for executing the project, certifying effort, approving expenses, and submitting programmatic reports.
• Grants Specialist – Manages financial reporting, billing, drawdowns, account set-up, and compliance monitoring.
• Office of Grants & Sponsored Programs – Provides award oversight, ensures regulatory compliance, manages amendments, extensions, and communication with sponsors.

3. What happens during the award kickoff meeting?

Funds are not released until PI/PDs complete required training. The Grants Specialist meets with the PI/PD to review:

• Award terms and conditions
• Budget and allowable costs
• Effort reporting requirements
• Subawards (if applicable)
• Procurement rules
• Identify/add any parties that should have access to the Banner account
• Reporting deadlines
• Recordkeeping expectations

4. Can I start spending before the award account is set up?

No. Pre-award spending is not allowed unless the sponsor explicitly authorizes it in writing and Ramapo’s Provost or appropriate VP approves the request. If the award is never executed, the department is responsible for all pre-award expenditures.

5. How do I charge expenses for my award?

Common direct costs include personnel, fringe, materials/supplies, travel, equipment, participant support, and consultant services.  The PI/PD initiates or approves expenses, and the Grants Specialist reviews them prior to processing. All expenses must be:

• Allowable, allocable, reasonable, and consistently treated (Uniform Guidance cost principles)
• Within the approved award period
• Aligned with the sponsor-approved budget
  

6. What costs are unallowable?

Always check with OGSP or the Grants Specialist before making unusual purchases. Examples of unallowable costs include:

• Alcohol and entertainment
• Lobbying
• Contingency funds
• Administrative salaries not directly allocable
• Expenses after the project end date
• Gifts, awards, or general promotional items
  

7. What is effort reporting and why is it required?

Effort reporting documents the percentage of time employees spend working on sponsored projects. It is required by federal regulations (2 CFR 200.430). PI/PDs must certify their own effort and that of all project personnel, including cost-shared effort. 

8. What is cost sharing, and how do I document it?

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. It may be:

• Mandatory (required by sponsor)
• Voluntary committed (included in the proposal)
• In-kind or cash

9. How do I make changes to the award budget or scope of work?

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:

• Budget reallocations
• Scope changes
• PI/PD changes
• Key personnel effort reductions (>25%)
• Rebudgeting participant support costs
• Adding, removing, or modifying subawards
  

10. Can I move funds between budget categories?

Maybe. OGSP will advise you on what requires approval. Ramapo must follow the sponsor’s rebudgeting rules. Common situations requiring prior sponsor approval include:

• Moving funds out of participant support
• Adding a new subaward
• Large transfers that change the project scope

11. What if a mistake is found in my grant charges? (Cost Transfers)

Cost transfers cannot be used to fix overspending or move leftover funds to another grant. They must be:

• Fully justified
• Timely (within 90 days of original posting)
• Documented and approved by the PI/PD

12. What is a no-cost extension (NCE), and when can I request one?

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—not new activities and not expenditures made simply because funds are unspent. 

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.

You may request an NCE if:

1. The project will not be completed by the end date.
2. Funds remain to support continued work.
3. The extension is necessary for programmatic reasons (not simply to spend remaining funds).

13. How do I hire personnel on my grant?

All personnel actions (new hires, hourly staff, consultants) must go through People Operations & Employee Relations (POER).

Key considerations:

• Salary must align with institutional base salary (IBS) rules
• Course releases require Dean approval
• Summer salary requires a justification and must comply with federal guidelines

14. What do I need to know about travel on a grant?

Grant-funded travel must follow:

• Sponsor rules
• Ramapo College’s travel policies
• Fly America Act (for federal funds)
  

A Travel Authorization Request (TAR) is required before travel occurs. Meals and incidental expenses follow GSA.gov or State Department per diem 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 & Procedures are used.

15. How do I work with consultants, vendors, or subrecipients?

Before anyone begins work:

• Procurement rules apply (purchasing thresholds, contracts, competitive bids).
• Subrecipients are vetted for compliance (see Resources page for vetting document)
• OGSP helps prepare subaward agreements.
• All contracts must be fully executed and routed through Purchasing and General Counsel when required.
• PI/PDs must review subrecipient invoices, deliverables, and progress.
  

16. What are participant support costs (PSC) and how are they handled?

PSC may not be used for employees, consultants, or general program operations.  PSC includes stipends, travel, and subsistence for participants, not staff or faculty. They must be:

• Separately budgeted
• Tracked in distinct expense accounts
• Rebudgeted only with prior sponsor approval

17. What is required if my project involves human subjects or IRB approval?

If your work involves human subjects, you must obtain IRB approval before initiating any study activities. Additionally:

• Changes in protocol must be reported to IRB and sometimes to the sponsor.
• IRB approval must remain current during the entire project period.
• This is a federal compliance requirement, not optional.

18. What happens during award closeout?

The Grants Specialist submits final financial reports and closes the account. Within the closeout period (often 60–120 days), PI/PDs must:

• Submit final programmatic/technical reports
• Submit final deliverables
• Confirm all expenses have posted
• Complete final certifications (e.g., effort, inventory, IP disclosures)
  

19. Who should I contact if I receive an audit request?

No one should communicate independently with auditors without coordination. Any audit, site visit, or desk review notification must be forwarded immediately to:

• OGSP
• VP of the Fiscal Health Core
• Provost
• Internal Audit
  

20. What can cause a grant to be frozen or suspended?

Common reasons include:

• Missing reports
• Unallowable expenses
• Effort reporting issues
• Noncompliance with IRB/IACUC
• Audit concerns

OGSP will notify you immediately if any issues arise.