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I'm ready to use my grant. What next?

Post-Award Phase Details

Once funding has arrived on campus, your grant moves into the Post-Award phase. Grant funding needs to be managed meticulously as you run your approved program, and we are here to help. Sponsored Programs will walk you through each step of the process below.

Post-Award Meeting
  • Sponsored Programs will set up a meeting with PI to discuss compliance (timeline, budget, outcomes).
  • No expenditures will be authorized until this meeting occurs.
  • PI will sign an Acknowledgement Form of Compliance at the end of this meeting.

 

 

 

Execution

PI will execute the project, tracking Goals, Objectives and Outcomes.

Budget Expenditures
  • Grants Financial Coordinator will provide PI a Budget Tracking spreadsheet to track the expenses of the grant. It is important to use the spreadsheet to forecast spending and track actual expenditures to avoid delays caused by Colleague software. Grants Financial Coordinator will track expenses through Colleague to make sure all expenditures reconcile.
  • Expenditures will be approved through the Business Office. The forms below are will be important to resource as you use funds and monitor your budget:
    • Allowable/Unallowable costs [See Sponsored Programs Policies & Procedures manual]
    • Expenditure protocol [See Sponsored Programs Policies & Procedures manual]
    • Purchasing Agent protocol [See Sponsored Programs Policies & Procedures manual]
    • Purchasing Checklist- Vendor Set Up Form and Tax Exemption Form
  • Do you need to hire students? Resource the forms below:
    • How to hire- Request to Hire Form
    • How to pay- Honorarium Form
    • How to work with Work Study
    • Liability Waivers for students
  • Is travel involved? Make sure you are up to date on current travel protocols.
  • Subcontract protocols [See Sponsored Programs Policies & Procedures manual]
  • Reimbursement forms
    • Per diem protocol- Reimbursement Employee Travel Expense Form
    • Gift Cards- Gift Card Purchasing Waiver
    • Local Mileage Form

 

Indirect Costs

 Does your project involve Indirect Costs?

  • If a funder allows indirect costs, Sponsored Programs will work this into the original proposal. The Grants Financial Coordinator will make sure these funds are drawn out of the grant funds. There is nothing the PI needs to do to track this cost.
Conflict of Interest

Texas Wesleyan University requires PI’s to disclose any potential conflicts of interest prior to the launch of a funded project.

Research

Does your project involve research? If so, let's discuss the Institutional Review Board.

Final Expenditures

Sponsored Programs will contact you 30 days before the end of the grant to go over the Budget Tracking Form to see how any remaining funds need to be spent.

Close Out

PI will work with Sponsored Programs to provide all grant closeout documentation, which typically involves:

  • Final narrative on program objectives.
  • Budget narrative.
  • Return of unexpended funds, or plan to spend down these funds.
  • Sponsored Programs will typically submit Close Out materials to the funder.