External Grant Award Management

Congratulations on your notice of funding! Before starting on the project, all PIs/PDs will need to complete the process below for account set-up.

1. Email the award notification and any accompanying documentation to ORSP.
2. ORSP will email the PI and co-PI(s) a list of tasks that they need to complete prior to account set-up, such as:
   1. Providing a revised budget if the awarded amount differs from the proposed budget
   2. Finalizing approval or revision of research protocols (IRB, IACUC, IBC)
   3. Submitting an updated SFI disclosure form
   4. Completing IP agreement 
3. Once the PI and co-PI(s) complete the required tasks, ORSP will submit any documentation required by the sponsor (e.g., award agreement, W-9) and initiate award set-up in RAMP.
4. The Grant Accountant will review and approve award information in RAMP, creating an account in Workday. The PI will receive an email notification from RAMP indicating award set-up has been approved.
5. The PI can log-in to Workday and view their notifications to access the account funding string, which is needed to process financial transactions.

Post award modifications may be needed for a variety of reasons: 

• Budget modifications when total funding previously awarded is reduced or supplemented, significant revisions are needed (i.e., those requiring prior approval from the sponsor), or funds are reallocated from participant support
• No-cost extensions when additional time is needed to meet a project’s objectives with no additional funding
• Award transfers from or to another institution 
• Changes to a project’s PI, scope, objectives, or personnel effort 
• Other modifications requiring a sponsor’s prior approval 

To initiate a post award modification, the PI should complete the INTAKE Questionnaire. You'll receive an automated email response with instructions indicating additional documentation you may be required to submit to ORSP (e.g., revised budget and budget justification). ORSP will use the information provided to start an award modification in RAMP and begin the university review and approval process. Depending on the nature of the modification requested, additional approvals may be required from the PI's chair/unit director and dean/division director. The INTAKE form and required documentation is due to ORSP at least 10 business days prior to a non-federal sponsor's submission deadline and earlier for federal awards (see the Federal Review Requirements & Timeline). Please allow sufficient time for prior review and revisions in order to meet the required submission deadline.

For specific process and documentation requirements for each modification type, refer to the detailed guidelines on the Post Award Modifications webpage.

Funding Strings

In Workday, the following account funding string information will be needed for entering expenses, revenue, and other financial transactions:

The 11-digit Driver Worktag will be one of four types - Gift (GF), Grant (GR), Program (PG), or Project (PJ). Grant (GR) is used for all extramural funding (funding from external sources other than UWs), and Project (PJ) is used for all UWs funded grants. Information on active funding strings can be found in the Business Services KB article. Account information in Workday is easily searchable, and so there is no need to memorize account numbers.

Indirect Costs

Indirect costs are charged to an award account at the rate established during award set-up and are charged as expenses are incurred on an award. Indirect costs are distributed according to UWL's Indirect Cost Recovery Distribution Policy, which includes a portion distributed to the PI's indirect cost account. The policy outlines allowable and unallowable uses of the funds in the PI's indirect cost account.

Have questions about the administration of funds or financial reporting?

UW System Funded Grants (e.g., WiSys, Freshwater Collaborative of Wisconsin)

1. Academic Department Associate
2. College/Division Business Manager
3. Budget Office

External Grants

1. Academic Department Associate
2. College/Division Business Manager
3. Grant Accountant

Federal regulations (2 CFR 200.33) define equipment as tangible property (including information technology systems) that has a useful life of more than one year and a per-unit acquisition cost of $5,000 or more. The acquisition cost of equipment includes modifications, attachments, and accessories necessary to make the equipment usable for the purpose for which it will be purchased.

Contact Purchasing for assistance with the procurement process. Refer to the Purchasing website for guidance.

Equipment purchased with extramural funding belongs to either the sponsor or the university (not an individual faculty/staff member). Ownership is dictated by the terms & conditions of the award, sponsor policies, and related regulations. For example, a federal agency may retain ownership (title) of the equipment or may transfer the title to the university. Disposal of equipment purchased with extramural funding must also follow relevant sponsor terms & conditions, regulations, and reporting requirements.

Payments of incentives to research participants must follow the documentation and payment requirements of the Business Services policy. Also refer to the ORSP Payment of Incentives to Research Participants guidance webpage.

Work with your ADA to purchase supplies. Minor out-of-pocket expenditures may be able to be reimbursed through the online e-reimbursement system, which your ADA can help you submit. Supplies include consumable items (e.g., lab glassware, pipettes) and other items under the equipment $5,000+ federal cost threshold. Refer to the Purchasing website for guidance.

Services from businesses: Contact your ADA for assistance:

• Invoices from businesses can be paid via the standard process in ShopUW+ (see Purchasing). Check with Accounts Payable regarding whether the business needs to complete a W-9.
• If invoicing is not an option, these costs may be paid via procurement card, and then the expense(s) may be moved to the grant account.

Services from individuals not employed by UW System: Contact your ADA for assistance:

• If the service is from an independent contractor, is of a unique or noncompetitive (sole source) nature, and supports instruction, research, or public service, complete an Academic Support Service Agreement (ASSA). For other independent contractors, complete an Independent Contractor Services Agreement. Refer to Contracting for Services for the forms and procedures.
• Check with Accounts Payable regarding whether the business needs to complete a W-9.
• Before work begins, the agreement and W-9 (if required) must be on file in Business Services.
• Following completion of the work, complete a Payments to Individuals Request (PIR) to request payment for the services rendered. PIRs must be processed through ShopUW+.

Services from individuals employed by UW System: Individuals employed by UW System must be paid via UW payroll. Contact Human Resources for assistance.

Contact the Grant Accountant and your college/division Business Manager for assistance with cost transfers.

Subawards supported by federal funding are subject to federal subrecipient risk assessment & monitoring requirements.

Subawards issued by UWL to another organization: Once a notice of award is received, the following steps are required before a subaward agreement is initiated:

1. The UWL PI should forward to ORSP all award notification documents received from the federal agency.
2. Once a federal award notification is received, ORSP issues a Subaward Data Collection Form to the subrecipient administrative contact for completion.
3. The completed Subaward Data Collection Form, along with input from other campus stakeholders, is used by ORSP to complete the Subrecipient Risk Assessment Matrix. The Risk Assessment Matrix defines additional actions that may be required for ongoing monitoring and management of the subaward, such as the development of a Risk Management Plan (if appropriate).
4. Following completion of the Risk Assessment Matrix, and development of a Risk Management Plan if needed, a Subaward Agreement is issued by ORSP to the subrecipient for completion and approval. The Subaward Agreement establishes the terms of the subaward.

Subawards issued to UWL: Once a notice of award is issued to the lead institution, the following steps are required:

1. The UWL PI should forward to ORSP all award notification documents received from the lead institution. This will likely include subrecipient risk assessment and monitoring information requests and agreements similar to those used by UWL when it is the lead institution.
2. ORSP facilitates completion of the subaward documents required by the lead institution and sends completed documentation to the lead institution’s designated administrative contact.
3. ORSP initiates award set-up in RAMP.
4. The Grant Accountant will review and approve award information in RAMP, creating an account in Workday. The PI will receive an email notification from RAMP indicating award set-up has been approved.
5. The PI can log-in to Workday and view their notifications to access the 11-digit Grant ID assigned to the new subaward account (GR0000#####).

Subawards issued by UWL to another organization: Once a notice of award is received from the sponsor, the PI should follow the process outlined under New Award & Account Set-up to establish a new award account. Federal subawards will additionally need to complete Subrecipient Risk Assessment requirements. Once a UWL account is established for the primary award, the PI should follow the process below to initiate a subaward agreement:

1. The PI should contact ORSP to request a subaward agreement be initiated.
   1. If budget or project revisions are required compared to what was submitted in the initial proposal, the PI may be asked to provide a revised subaward budget, budget justification, and/or scope of work.
2. ORSP develops a subaward agreement and sends the information to the subrecipient's administrative contact designated on the pre-award Subrecipient Commitment Form.
3. Once a signed agreement is received from the subrecipient, the ORSP Director signs the agreement.
4. ORSP initiates subaward account set-up in RAMP.
5. The Grant Accountant reviews and approves award information in RAMP, creating an account in Workday. The PI will receive an email notification from RAMP indicating award set-up has been approved.
6. The PI can log-in to Workday and view their notifications to access the 11-digit Grant ID assigned to the new subaward account (GR0000#####).
   1. Note: The subaward account Grant ID is distinct from the Grant ID assigned to the primary award account, although both IDs are connected to the same award.

Subawards issued to UWL: Once a notice of award is issued to the lead institution, the PI should complete the following steps:

1. The UWL PI should email ORSP all subaward documentation received from the lead institution. In addition to a subaward agreement, for federal awards, this will include a subrecipient risk assessment information request.
2. ORSP facilitates completion of the subaward documents required by the lead institution and sends completed documentation to the lead institution’s designated administrative contact.
   1. If budget or project revisions are required compared to what was submitted in the initial proposal, the PI may be asked to provide a revised subaward budget, budget justification, and/or scope of work.
3. Once a signed agreement is received from the lead institution, ORSP initiates subaward account set-up in RAMP.
4. The Grant Accountant reviews and approves award information in RAMP, creating an account in Workday. The PI will receive an email notification from RAMP indicating award set-up has been approved.
5. The PI can log-in to Workday and view their notifications to access the 11-digit Grant ID assigned to the new subaward account (GR0000#####).

Work with your ADA to make travel arrangements via Concur and/or Fox World Travel (608.710.4172). Be mindful of associated travel agent/booking fees. Travel must follow UW System rates, policies, and procedures. Refer to the UWL travel website,  UW TravelWise, and Business Services Expensive Reimbursement webpage for more information.

Work with your ADA to make travel arrangements via Concur and/or Fox World Travel (608.710.4172). Be mindful of associated travel agent/booking fees. Travel must follow UW System rates, policies, and procedures. Refer to the UWL travel website,  UW TravelWise, and Business Services Expensive Reimbursement webpage for more information. 

For activities involving international travel, faculty, staff, and students must complete a UWL Export Controls Screening Survey well in advance of the planned travel. Additional prior screening, permits, or processes may be required by the UWL Export Controls Officer (Assistant Controller) to assure compliance with federal export control regulations. For more information, see Export Controls Overview & FAQs. 

Traveling with Technology: Using laptops, email, and other technology outside the US can entail elevated risks of data compromise or loss. For best practices to mitigate these risks, refer to the International Cybersecurity KB article for guidance on securing your data and devices while traveling abroad.

International Research & Collaborations: Refer to the ORSP International Research & Collaborations webpage for guidance and best practices.

After travel occurs, work with your ADA to submit a travel e-reimbursement. E-reimbursements must be submitted within 90 days of the end of the trip. Travel reimbursements must be paid out within the fiscal year (FY) for which the grant was awarded and in accordance with Business Services' fiscal year end deadlines.

Refer to the Business Services Expense Reimbursement webpage and UW TravelWise for the online e-reimbursement system, documentation requirements, current rates, and guidance. Note: Reimbursement processes will change with Workday implementation in July 2025. Consult with Business Services for current process guidance.

Please note that if hiring multiple students, each action outlined below will need to be completed for/by each student. Refer to the student compensation guidance for current wage rates.

Please note that if hiring multiple employees, each action outlined below will need to be completed for/by each employee. 

Please note that if working with multiple collaborators, each action outlined below will need to be completed for each collaborator. For subawards, refer to the Subaward Agreement process.

Sponsors require periodic programmatic/technical and financial reports throughout the course of a project/program to assess progress being made toward objectives and the alignment of expenditures with the proposed budget. Reports are typically required annually and at the completion of the project, but some sponsors require more frequent reporting (e.g., quarterly). Review sponsor terms and conditions, policies, and award documentation closely to ensure required reporting timeframes are followed.

The PI is responsible for completing programmatic/technical reports. The Grant Accountant completes financial reports. Reports requiring the signature of an Authorized Organization Representative should be submitted to the ORSP Director for review and signature. Report submission logistics vary by sponsor - some will require the PI to submit the report via email, and some will require the ORSP Director to submit the report via an online system. Reports for non-federal sponsors requiring ORSP input or approval should be emailed to ORSP at least 10 business days before the sponsor submission deadline. Reports for federal sponsors require additional levels of prior review and approval and must follow UWL Federal Review Requirements & Timeline.

If your project involves any of the following, please complete the required actions before project work begins.

Cost sharing (i.e., resources committed by the university or external partners to a sponsored project/program) that is documented in a proposal must be tracked throughout the project period to ensure that commitments are fulfilled. This includes cash and in-kind contributions. Once an award is accepted, cost sharing becomes a contractual obligation. During account set-up, a separate cost sharing account is established in Workday for projects that include cost share, which is used to track cost sharing that occurs throughout the project period. The cost sharing account will have a Grant Driver prefix (GR) like the primary grant account but will be titled to indicate it is for cost sharing.

The rate at which cost sharing must occur depends on specific sponsor guidance. However, most sponsors generally require that cost sharing occur at the same rate as award expenditures. For example, for a grant that requires 1:1 cost share (e.g., half of project costs are covered by the grant, half are covered by the institution), the sponsor may expect the expenses billed to the grant during the first year to equal the value of cost sharing expended on the project for the same period.

Contact the Grant Accountant with questions on how cost sharing is reflected in Workday.

Monthly effort certification is required for UWL investigators with effort committed on a federally funded project. An investigator's supervisor (e.g., faculty's department chair) certifies the accuracy of project effort. Business Services oversees the effort certification process, which is conducted in Workday, and can be contacted with any related questions.

Sponsors generally provide an award closeout period following the project/award end date to allow for the clean-up of financial transactions and for final programmatic/technical and financial reports to be completed. All final programmatic/technical and financial reports must be submitted to the sponsor before the end of the award closeout period. While drawdowns of funds are allowed during the closeout period, new expenditures are not allowed after the award end date. The length of the closeout period varies by sponsor, and PIs should refer to award terms & conditions to determine the allowable period for a specific award. Guidance for some common federal agencies:

Final programmatic/technical and financial reports are due to the sponsor before the end of the award closeout period. Review the award letter and terms & conditions to determine the required final report content, deadline, and submission logistics for your award.

Financial reports are compiled by the Grant Accountant. Depending on sponsor requirements, the report may need to be submitted by the Grant Accountant, ORSP, or the PI via email or an online system. The PI should work with the Grant Accountant during the closeout period to ensure all expenses have been appropriately posted to the award account.

Programmatic/technical reports are the responsibility of the PI to complete, as well as to coordinate required review, signatures, and submission. Follow the format specified in the award documentation, sponsor policies, or sponsor online system. Federal reports often must be submitted by the PI or ORSP via an online system (e.g., eRA Commons for NIH awards, Research.gov for NSF awards). Non-federal reports are typically submitted by the PI via email to a designated sponsor contact. Many final reports require the signature of an Authorized Organization Representative (AOR), which is the ORSP Director. Final reports for non-federal sponsors that require an AOR should be submitted for ORSP at least 10 business days before the submission deadline. Final reports for federal sponsors must follow the university's federal review requirements and timeline.

Reporting guidance from some common federal sponsors:

• National Science Foundation (NSF) Reporting Requirements
• National Institutes of Health (NIH) Reporting Requirements
• US Department of Agriculture (USDA) NIFA Monitoring & Reporting
• US Department of Education (ED) Grant Application, Management, & Closeout

Sponsors, federal regulations, and UWs policy require award recipients to maintain financial and programmatic records for several years following the award end date. UWL follows the Universities of Wisconsin (UWs) record retention schedule requirements.

ORSP is the office of record for submitted extramural proposals, accepted extramural awards, and most areas of research compliance (e.g., IRB, IACUC, IBC, Scientific Misconduct). Business Services is the office of record for financial records and contracts. PIs/PDs are responsible for maintaining scientific/programmatic/research records in accordance with applicable sponsor policies and regulations, the UWs record retention schedule, and research compliance requirements. For example, UWs expects PIs to maintain a copy of the grant final report for four years after the report submission date.

Record retention guidance from some common federal sponsors:

• National Science Foundation (NSF) Record Retention & Audit
• National Institutes of Health (NIH) Record Retention
• US Department of Agriculture (USDA) NIFA Close-Out Phase
• US Department of Education (ED) Grant Application, Management & Closeout