This page provides resources assist you in the financial management, subaward oversight, and reporting of your award.
Start Here: Sponsored Expenditures Guidelines
Basic guide from Sponsored Projects Accounting on the management of federal and non-federal funds.
Start Here: Workday – Quick Start Guide
Get started with the Workday system for management of funds and human resources.
Get Support
McKelvey Grant Support by PI
Pre-Award and Post-Award Support Contacts by PI and Department
Specialized support is available for McKelvey faculty researchers in preparing proposals and managing sponsored research awards.
See the Engineering PI Research Support page for pre-award and post-award assignments by PI.
For more general support visit the McKelvey Research Support.
Award Management Tools
Resources, guides, and tools by financial topic for your sponsored project.
Guides to common costs on your sponsored fund
Learn about common expenses on sponsored funds and their management.
Non-Personnel Costs
Non-personnel budget items on sponsored projects
Non-personnel costs must follow the basic costing principles of reasonable, allocable and allowable. All non-personnel costs charged to sponsored awards must comply with University policy, as well as with any specific sponsor requirements and federal and state laws and regulations.
Off-Campus Research Sites – SPA
Guide for conducting research sites off-campus by WU Sponsored Research Services
Payroll and Time Reporting Tools
Includes payroll deadlines, tax withholding, and payments to foreign individuals information.
Prior Approval Letter Matrix – SPA
Guide to when prior approval letters are required – guide by SPA and OSRS
Prior Approval Matrix – FDP
Matrix depicting when sponsor pre-approval is required on federal funds.
Procurement On Sponsored Projects
Purchasing guidance for grants and contracts
Policies and procedures for procurement transactions involving all sponsored projects (federal and non-federal)
Tax Department
Responsible for a variety of areas of the University’s tax compliance.
Tax Topics
Includes information about:
- Gifts, prizes and awards
- Sales Tax
- Foreign vendor payments
- Relocation expenses
Travel on Sponsored Funds
Charging travel costs to external funds
- Traveling on Sponsored Funds
- See “Travel and Related Expenses” section of the Sponsored Expenditures Guidelines
- Registry – Mandatory for international trips
Manage and monitor subrecipients on your sponsored funds
Learn about best practices and procedures for monitoring the subaward institutions, consultants, and contractors on your fund.
Subaward Admin Process – OSRS
Administrative process: distribution of outgoing subawards by the Office of Sponsored Research Services
Subrecipient Risk Assessment
OVCR Risk Assessment Table showing level of risk assigned to WU subrecipients
Tracking institutional funds pledged as cost share on your grant
Cost Sharing Guide – WU SPA
Financial guidelines for pledging and tracking cost share on sponsored funds.
Learn about annual and final reporting , how to request fund carryover, and preparations for closing out your grant.
Award Financial Closeout (WU SPA)
Guide for financial closeout of grants, contracts and cooperative agreements
Carryover Guidance for Grantees
Guide for requesting the carryover of unspent funds on sponsored projects.
Final Invention Statements (FIS) via eRACommons
Guileline for submitting your FIS to the eRA Commons portal.
RPPR – NIH eCommons Tips – WU OSRS
Procedure guide from WU Office of Sponsored Research Services on preparing the NIH RPPR in eCommons
RPPR – NIH Guide by Becker Library
Tip sheet from Becker Medical Library on NIH RPPRs, or annual reports
Standard guidelines for managing sponsored funds
Find federal and institutional guidelines regarding the management of grants and contracts.
Animal Care & Use
Click on the Education and Training accordion for a list of trainings related to animal research.
Award Management
Resources for award management and closeout.
Managing awards involves negotiation and acceptance, account set up, and financial administration. Project closeout involves no-cost extension requests, financial closeout and final report submissions.
Clinical Research Coordinator Orientation Manual
Training manual for staff supporting human subjects research. Produced by the WU OVCR.
Conflict of Interest – OVCR Resources
Admin resource page for Conflicts of Interest.
Addresses various COI types, forms, committees
Contingent Worker Guidance – OVCR
Information on hiring contingent workers who will participate in WU research.
Off-Campus Research Sites – SPA
Guide for conducting research sites off-campus by WU Sponsored Research Services
Payroll and Time Reporting Tools
Includes payroll deadlines, tax withholding, and payments to foreign individuals information.
Securing Controlled Unclassified Information (CUI)
Considerations for proposals and awards with terms related to CUI. Guide by JROC.
SPA Resources & Training
Resources, guides, and training materials used in managing sponsored funds.
Sponsored Expenditures Guidelines
Guidance on appropriate budgeting and expenditures of federal and non-federal sponsored funds directed toward research, training, or other purposes
Resources for the management of your project
Access WU Offices and other resources for managing your research award.
Environmental Health and Safety (EHS)
Explore training for lab safety protocols involving hazardous and regulated materials, equipment, and environment. Megan Flake is the McKelvey liaison with the staff from the EH&S department of the University.
Export Control
Information and Technology Sharing Regulations
Applies to transfer of technical information or controlled items to foreign nationals or across U.S. boundaries
Faculty Financial Reporting (FFR) Dashboard
Training recordings and materials for faculty to learn how to navigate the Workday Faculty Financial Reporting dashboard.
Human Research Protection Office
Protects the rights and welfare of participants in human research and clinical investigations.
Human Research Quality Assurance Program (HRQA)
Monitors active research protocols to ensure protection of human subjects and confirm that research is conducted in compliance with federal regulations and university policies.
Institutional Animal Care and Use Committee (IACUC)
Guidelines and Tools for the appropriate, ethical and safe conduct of research involving vertebrate animals. Log in with WUSTL Key.
Joint Research Office for Contracts
JROC
The mission of JROC is to provide high quality customer service to principal investigators, administrators, and sponsors by drafting, reviewing, negotiating and signing research-related agreements on a university-wide basis. JROC facilitates the timely execution of federal and foundation subawards and contracts, industry-supported research agreements, industry supported clinical trials, data transfers, service agreements, and other research-related agreements.
LAMPS: Lab Animal Management & Protocol System
System for processing WU animal protocols and hazardous materials
McKelvey Facilities Planning & Management
Your local contacts for laboratory and facility assistance.
McKelvey Grant Support by PI
Pre-Award and Post-Award Support Contacts by PI and Department
Specialized support is available for McKelvey faculty researchers in preparing proposals and managing sponsored research awards.
See the Engineering PI Research Support page for pre-award and post-award assignments by PI.
For more general support visit the McKelvey Research Support.