What is the mission of Contract and Grant Administration?

The mission of Contract and Grant Administration is to preserve and protect the university's research reputation through fiscal compliance, financial accountability, and proactive customer service and to build a foundation for the future growth of research.

What are the characteristics of contract and grant funds?

Award funds received from external sponsoring agencies, when placed in contract and grant accounts, are considered restricted funds. They are time-sensitive, restrictive, reportable and subject to audits. Investigators are responsible for meeting agency requirements in order to receive these funds. The receipt of contract and grant funds is not guaranteed. Contracts, grants and other sponsored activities are agreements made between funding agencies and the University, not individuals.

How does Contract and Grant Administration manage and maintain external funds?

Contract and Grant Administration provides operational services for all contract and grant accounts. These services include but are not limited to the setting up and maintenance of accounts, budgets, subcontracts, facilities and administrative costs, as well as the tracking of cost share and matching funds. In addition, Contract and Grant Administration provides financial reports for funding agencies as well as various organizations at Indiana University. Contract and Grant Administration is also responsible for billing and drawing funds for sponsored projects. To ensure the proper management of these accounts, Contract and Grant Administrators also act as liaisons between the funding agencies and the University.

How do financial transactions take place on contract and grant accounts?

Once an award is received, and once a contract and grant account is established, the business personnel in the investigator's department may place expenses incurred for the purpose of the project on the account. Financial transactions are initiated, reviewed and processed in the University's Financial Information System (FIS) by various financial organizations, including Contract and Grant Administration. Contract and Grant Administration staff monitors the overall integrity of financial transactions on grant accounts to ensure that they meet agency and University guidelines.

What regulations and guidelines are followed in the administration of contract and grant accounts?

Contract and grant accounts must adhere to the principles spelled out in Federal OMB Circulars A-21, A-110 and A-133 governing the administration of federal or federal pass through funds awarded to higher education institutions. Transactions on contract and grant accounts must pass these four basis considerations: allowabililty, allocability, reasonableness and consistency. In addition to federal guidelines, contract and grant accounts are governed by agency guidelines and Indiana University policies. The strictest rule is applied when conflicts or ambiguities exist between Indiana University and agency policies.

How often are contract and grant accounts audited?

Contract and Grant Administration coordinates the annual Federal OMB Circular A-133 audit that is completed annually by the Indiana State Board of Accounts. In addition, agencies and Indiana University Internal Audit may conduct audits on contract and grant accounts at their discretion. Contract and Grant staff will obtain documentation as requested by an auditor, answer questions regarding internal controls and procedures, and work to ensure that the auditor understands the Indiana University financial system as it relates to sponsored awards. Acting as a liaison between departments and auditors, Contract and Grant Administration staff will ensure the smooth operation of audits and help to resolve any problems from these audits.

Does Contract and Grant Administration offer any training in award administration?

Grant Administration provides a variety of training services for project directors and departmental grant administrators in basic account management, agency guideline interpretation, and compliance monitoring. Contract and Grant Administration offers hands-on training classes system-wide that cover a wide range of topics. In addition, "First Visits" are provided by Contract and Administration staff when departments have questions regarding a particular award or agency, or when a new account manager has been assigned. First Visits may include a discussion of agency guidelines, a general overview of the Financial Information System and will offer exposure to financial tools available to research administrators and project directors. These include the IU Research Website, Project Director Reports, and the Financial Data Retrieval System.

What is a RAT team and what is its role in award administration?

Four Research Administrator Teams (RAT) have been established, representing the major research departments on the Bloomington and IUPUI campuses. Along with preaward offices, Contract and Grant Administration hosts RAT meetings on a quarterly basis to share new policies and guidelines we all face in research administration. These meetings are excellent forums for departments to ask questions and to share their experiences in managing external research accounts. The departments play an active role in shaping the agendas for these meetings.

Who does an investigator or a departmental administrator contact if there is a problem on a contract and grant account?

Each contract and grant account is assigned to a Contract and Grant Administrator, who provides oversight for all account financial activities. The financial administrator is the primary contact the department has whenever there are questions about financial transactions, reporting requirements and agency guidelines. If you are not sure with whom you need to talk, please contact Contract and Grant Customer Service at 812-855-6538. You may also find all the contact information at www.fms.indiana.edu/cg/agencies/mosnotification.asp.

Need more detailed information?

Project Director Reports

With a password, a project director or departmental administrator can monitor financial activities on contract and grant accounts by accessing "Project Director Reports" on the Web at https://fdrs.fms.indiana.edu/cgi-bin/pdw/Welcome.pl. These reports provide an overall picture of the financial status of the sponsored accounts. Information is refreshed daily to ensure timeliness and accuracy. Reports breakdown the expenditures of major budget categories and help you project future spending rates.

Contract and Grant Administration Web Site

To learn more about award administration at Indiana University, visit the Contract and Grant Administration home age at www.fms.indiana.edu/cg/.