Staff Roles and Responsibilities

Page Updated: January 23, 2020

Proposal Submission
Encouraging the pursuit of extramural funding and identifying funding opportunities PI/Chair Dean/Designee RSP
Provides institutional leadership through ongoing training and advising to assure the University's continuing success in obtaining funding and managing sponsored projects.    
Identifies databases of grant information and makes them available to the University community    
Works with faculty and staff to match funding opportunities with sponsored projects    
Identifies extramural funding opportunities    
Proposal Preparation
Prepares technical proposal    
Assures that the proposed project is appropriate in nature and scope and consistent with the departmental and institutional mission    
Assures that the proposed project has qualified personnel and adequate space    
Develops an adequate and accurate budget to accomplish the scope of work    
Requests and documents approval for cost sharing/matching funds as required    
Approves and provides documentation to RSP for cost sharing/matching    
Works with Purchasing to develop Small Business/Minority Subcontracting Plans as required    
Submits Small Business/Minority Subcontracting Plan    
Routes proposal for campus approval, allowing sufficient time for review before submission to meet the sponsor's deadline    
Provides general oversight for sponsored project proposals, including budget review    
Approves F&A (indirect cost) waivers    
Prepares final version of the approved proposal and multiple copies as required by sponsor    
Submits all proposals on behalf of the University as designated by Board of Regent's policy    
Identifies change in sponsors' terms and conditions for grant administration and notifies the University community    
Negotiates material transfer agreements (MTAs)    
Negotiates agreements for clinical trials    
Prepares and negotiates the F&A (indirect cost) proposal and negotiates final rates    
Maintains a proposal database    
Regulatory Compliance
Approves project PI status (as delegated)    
Prepares and submits protocols for research involving human subjects, research animals and biosafety hazards    
Verifies submission of protocols to appropriate committee for research involving human subjects, research animals and biosafety hazards    
Assures and provides documentation of certifications and representations to sponsor (For approval of research involving human subjects, research animals and biosafety hazards. This occurs following committee approval.)    
Assures compliance with federal regulations regarding financial disclosure of potential conflicts of interest    
Grant and Contract Awards
Setting-up the Award Account PI/Chair Dean/Designee RSP
Accepts awards on behalf of the Board of Regents    
Negotiates terms and conditions relating to University policies (Includes sovereign immunity, indemnification, publication restrictions, transfer of data ownership, jurisdiction outside of Wisconsin, binding arbitration, certificate of insurance, classified research, appropriate indirect cost rates, audit requirements, payment terms and schedules, report forms, financial report schedules, and level of detail, patents and copyrights.)    
Agrees to all terms and conditions, with emphasis on performance clauses. Includes frequency of technical reports, special professional staff hourly reports, deliverables, termination conditions, etc.    
Prepares and sends gift acknowledgement letters as required    
Develops and administers agreements    
Prepares Small Business/Minority Subcontracting Reports as required    
Managing the Award
Assures appropriateness, reasonableness and allowability of expenditures    
Manages expenditures to not exceed available award balance    
Provides oversight of sponsored project administration, including cost transfers and Effort Statements    
Reviews expenditures in certain restricted budget categories    
Reviews and signs Effort Statements in ECRT as required    
Manages the Effort Reporting (ECRT) System    
Initiates requests for rebudgeting and cost transfers    
Reviews and monitors cost transfers    
Reviews and processes non-monetary modifications (substantial changes should be routed for approval through the Dean's office)    
Approves substantive modifications and rebudgeting    
Approves payment of subcontractor invoices    
Assures timely resolution of overdrafts and revenue shortfalls    
Draws funds on letters of credit and reconciles accounts as required    
Works with Dean or Department Chair on clearing overdrafts and revenue shortfalls    
Reporting and Close-out
Prepares technical reports and provides other deliverables as required    
Reviews interim financial reports provided by RSP as required    
Documents cost sharing/matching funds as required    
Provides final accounting of cost sharing/matching to RSP    
Prepares and submits to sponsor financial reports and invoices as required    
Participates in negotiations when technical reports are incomplete and deliverables are lacking or unacceptable to the sponsor    
Files appropriate close-out documents    
Maintains award database