Award Management
Researchers at the University of Wisconsin School of Medicine and Public Health who have received grants can follow these award management guidelines.
Grant Startup
When a sponsor notifies the UW-Madison office of Research and Sponsored Programs (RSP) that an award is being made, RSP will send a WISPER approval to set up projects to the dean's office. The Dean's office will send an approval to the department contact.
When the project tab is complete and the setup has passed validation, the department approves. The dean's office will review and approve. Then Research and Sponsored Programs will set up the project for the UW School of Medicine and Public Health investigator.
For more information, visit the Completing the Project Details page at the Research and Sponsored Programs website.
Award Management
Nonfinancial Considerations
- Change of principal investigator: Requests to change the principal investigator (PI) on sponsored projects require the approval of the sponsor. Write a letter to the sponsor signed by the current PI (if available), the proposed PI, chair, dean and office of Research and Sponsored Programs. Attach a biographical sketch for the proposed principal investigator.
- No-cost extension: All terms and conditions of the initial award (including effort of key personnel) remain in effect during and extension. The procedure for requesting an extension of a project with no additional funds varies by sponsor. See the No-Cost Extension Request Procedures page at the RSP Web site for instructions.
- Sub accounts: To allow another department or college to spend on an existing project you can add necessary edits to the project or you can request sub accounts. Use the Single Account Form to request one additional account and the Multiple Subaccount Form for a new group of subaccounts. See the How to Get an Additional Project ID page at the RSP Web site for details.
- Edit expansion: To add UW School of Medicine and Public Health edits to a School of Medicine and Public Health project, send an e-mail request to your representative in the fiscal office. To request the addition of non-School of Medicine and Public Health edits or a change of program codes, send an e-mail to extramural support.
Financial Considerations
All external requisitions, travel expense reports, payments to individuals (PIR) and nonsalary cost transfers must flow through the fiscal affairs office at the University of Wisconsin School of Medicine and Public Health. Salary cost transfers go to School of Medicine and Public Health payroll office.
- Adding funds to an account: Details can be found on the Gifts, Guidelines for Handling Additional Funds for Nonfederal Awards and the Guidelines for Handling Additional Funds for Federal Awards pages on the RSP Web site.
- Purchasing: The UW-Madison Purchasing Services Department exists to provide the University of Wisconsin School of Medicine and Public Health with effective and responsive life cycle procurement practices, including ultimate asset disposal. For information about Purchasing Services, MDS (Materials Distribution Services), SWAP (Surplus With A Purpose) see the Purchasing Services Department website.
- Travel: The UW-Madison Business Services website has an online training guide that explains the policies, procedures, and forms involved with travel.
- Accounting Services: The University of Wisconsin-Madison Accounting Services website provides financial services for the UW-Madison including the processing and reporting of accounting data.
- Wisconsin Data Mart: The Wisconsin Data Mart (WISDM) is a financial data warehouse and Web-based financial reporting system that is part of Shared Financial Systems (SFS). WISDM consists of detail and summary financial reports by department, subdepartment, division and projects. Reports contain demographic data on projects/grants plus transaction data of payments, transfers, internal billings, purchase orders and other journals. There are search functions for these transactions and a funding validation lookup. More information and training tools are available at the Wisconsin Data Mart website.
Award closeout
The UW-Madison Office of Research and Sponsored Programs assists principal investigators and departments in meeting the terms and conditions of sponsored projects by monitoring expenditures for compliance. When an award is ending, Research and Sponsored Programs works with the principal investigator or department to ensure all appropriate expenses have been applied before closing out the account. Learn more at the Closeout and Audit page at the RSP Web site.
