Manage Project
To ensure that each award is managed in accordance with the sponsoring agency guidelines, relevant regulations, and Baylor policy, your URA assist you in managing award activities. Your URA is familiar with assigning labor charges to the proper accounts, meeting spending guidelines and procedures, managing effort, obtaining prior approval, and more.
Resources & Tools
- PI Project Tracking Dashboard
- PI Project Tracking Dashboard Video
- PI Project Tracking Dashboard Job Aid
- Ignite Project Data Portal
- Salary Cap Cost-Share Calculator (XLS)
- Person Months to Percent Effort Calculator (XLS)
- PI Workflow Approval Process for Labor Distribution (PDF)
- Viewing the Budget to Actuals Report in the PPM Module (PDF)
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.
- Institutional Base Salary Policy
- 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 URA.
- Cost Transfer Policy
- 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 project dollars to another entity, we have a responsibility to ensure that that 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.
- Meeting regulatory requirements
Roles & Responsibilities: Who Does What?
With University Research Administrator, determines the need for and requests award modifications or sponsor prior approvals
With URA, monitors subawardee activity and invoicing
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
Completes all financial reporting
Completes all invoicing and cash management activities
Assists PIs if interim technical reports include financial information
