ROLE OF THE DEPARTMENT/UNIT
...............................................................................
Department/unit support may vary depending on the size of the unit, the type of unit, and other factors unique to the administration of the individual unit. The department/unit may provide pre-award and/or post-award services. In general, the department may assist the principal investigator by:
Pre-Award Functions
1. Assisting in the preparation of the cost proposal by confirming that:
:::::: a. the budget contains all costs required to perform the Statement of Work (SOW) proposed;
:::::: b. all salary rates are correct;
:::::: c. the appropriate University rates have been correctly applied for fringe benefits and F&A costs. any cost sharing is properly documented, as required by policy, so it can be verified by Pre-Award.
2. Ensuring that the proposal document is complete, including:
:::::: a. all necessary parts of the proposal, including but not limited to SOW, budget, budget justification, terms and conditions, certifications and representations, letters of support, appendices and exhibits;
:::::: b. all required UNM internal forms such as the Proposal Data Sheet and Conflict of Interest forms;
:::::: c. a copy of all proposal guidelines (RFP, RFQ, BAA, etc.);
:::::: d. a copy of any other supporting documentation or agreements related to the proposal, including signed subaward proposals.
3. Assisting the PI in obtaining the necessary internal UNM signatures for submission to Pre-Award in a timely manner.
4. Making the necessary preparations for copying and submitting the final proposal to the agency in accordance with the rules contained in the proposal guidelines (if available).
5. Following up with the agency (or delivery agent, i.e., USPS, FedEx, Airborne Express, etc.) to make certain the proposal was received by the agency in a timely manner.
6. Assist PI with no-cost extensions requests that go to Pre-Award.
Post-Award Functions
1. Ensuring signature authorization form is completed and returned to Post-Award.
2. Providing an up-to-date and regularly reconciled accounting of expenditures.
3. Providing assistance in the preparation of any necessary forms and banner functions to UNM central administration (i.e., Human Resources, Purchasing, etc.) for processing in accordance with the applicable policies.
4. Completing inventory control and tagging requirements. Provide assistance in tracking and documenting cost sharing.
5. Tracking and meeting report deadlines (i.e., technical reports, patent reports, effort certifications), including making certain appropriate copies are distributed according to the instructions contained in the award document.
6. Assisting PI with submission of budget modifications and carry-forwards that go to Post-Award.
7. Maintaining copies of non-financial reports submitted by the PI.
8. Assisting Post-Award with final close-out documentation.
9. Notifying Post-Award when auditors request to review university forms.