Manage Project
Managing a sponsored project is a collaborative effort between the Principal Investigator (PI), their Business Office, OVPR, and other campus partners. To support effective project management, Baylor provides a variety of resources and tools designed to help PIs monitor the financial health of their awards.
One of the most valuable resources is the PI Dashboard, which provides Principal Investigators with 24/7 access to the financial status of their sponsored projects. Regularly reviewing project finances can help identify potential issues early, support informed decision-making, and keep projects on track throughout the award lifecycle.
Resources & Tools
Procedures
- Effort & Salary
- Effort refers to the amount of time that an employee devotes to a project, as a portion of 100% of University effort. Sponsors may require effort committed at time of proposal to be maintained throughout the life of the award within certain parameters. These parameters will be described by each sponsor or award. Baylor requires effort to be confirmed on a semester basis in accordance with the effort policy.
- Salary is charged in accordance with anticipated effort, and should be charged prospectively via the labor distribution process. Baylor’s Institutional Base Salary is the basis for charging salary to a project.
- General Purchasing
- Purchases for materials and supplies, equipment, contract services, and other expenses are made by your academic unit staff. Purchases must comply with federal regulations, sponsor requirements, and Baylor policy. Purchases must be made and benefit the project during the period of performance.
- Cost transfers
- Occasionally, cost transfers are needed to correct costing allocations. They are subject to audit scrutiny and are governed by Baylor's cost transfer policy. Cost transfers are initiated by your post-award URA.
- Reports
- Technical reports - Technical reports are the responsibility of the PI. Technical reporting requirements are described in your notice of award and are noted by Post Award in CARA at time of setup.
- Financial reports - Financial reports are the responsibility of Post Award.
- Sub-recipient monitoring
- When Baylor awards a sub-contract to another entity, we have a responsibility to ensure that the sub-recipient entity meets the terms of the project. The PI and OVPR monitor sub-recipients in accordance with the Policy for Outgoing Subawards. Subawards generally take 30-60 days after award set up to be finalized. Further delays may result from OGC review or concerns.
- Meeting regulatory requirements
Manage Project: Who Does What?
Determines the need for and requests award modifications or sponsor prior approvals with support from Post-Award URA
Monitors subawardee activity and invoicing with support from Post-Award URA
Completes required interim technical reports
Financial Administrators/Financial Managers make purchases, assist with hiring, manage non-subaward contracts, and assist with day-to-day research activities
Initiate labor distribution
Completes all financial reporting
Completes all invoicing and cash management activities
Assists PIs if interim technical reports include financial information
