Award Management Guidelines

The Principal Investigator (PI) is responsible for managing the awarded project within funding limitations, adherence to reporting requirements, and assurance that the Office of the Vice Provost for Research & Scholarship (OVPRS) will be notified when significant conditions related to the project change. 

Upon receipt of the award notice, the PI should contact their department administrator to assist with the setting up of the project’s program account. The PI will need to provide OVPRS with the account number to transfer the funds related to the awarded project. Each funded project should have its own dedicated Workday work tag to properly account for the related project expenses. 

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  • Budget

    Internal awards are subject to many of the same compliance requirements which govern grants supported by external funding agencies.  Please refer to the Request For Application (RFA) for specific guidelines. 

    All project expenses must be incurred within the awarded period.   

    Salaries 

    Overloads to personnel are strongly discouraged. Personnel salaries should be expensed in accordance with the approved budget – either as summer salary or as a salary release to the schools/departments. All salaries paid to UM personnel are subject to the University’s fringe benefit cost and should have been planned for in the budget.  Similarly, the cost of health insurance should have been included for graduate students, if applicable. No additional funding will be provided to cover possible rate changes or omissions. 

  • Reallocation of Funds 

    Expenditures should be reasonably consistent with the approved budget.  If the PI finds that funds need to be reallocated to better align with project needs or due to unforeseen circumstances, approval will need to be sought from OVPRS.  The request should made using existing available project funds; no additional funding will be provided.  The revised budget should not change the scope of the project.   

    PIs should work with their respective department administrators prior to submitting the reallocation request.  Requests should include a justification detailing how the change will impact the project and why it is necessary, and whether it alters the scope of the project.   

  • Award Extensions 

    An extension to the project’s end date due to extenuating circumstances may be requested to complete the awarded deliverables.  No additional funding will be provided with the extension.  Extensions should be requested prior to the awarded end date and should include a detailed justification as to the need and how it will impact the project.  The extension request should also provide a balance of the remaining funds and how they will be spent. 

    Extensions cannot exceed twelve (12) months and no more than one (1) extension will be granted. 

  • Closeout

    The PI and their department administrator are responsible for monitoring expenses and providing a reconciliation at the end of the project period. Any unspent funds must be returned to OVPRS. 

  • Contact Information

    For inquiries regarding the award, reallocation of funding or extensions, please contact Eva Olivares, eolivares@med.miami.edu, or Frances Freire, f.freire@miami.edu.

    For specific questions about your managing your budget, please contact your department administrator. 

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