CGMT Post-Award Roles and Responsibilities

• Conduct the research project and provide oversight and stewardship on all research activities
• Communicate to CGMT project concerns, i.e., programmatic that could change scope/delay the project or financial impacts. Proactively manage and address issues/concerns early to prevent retroactive changes
• Obtain interim progress reports from sub-recipients to ensure adequate progress

If Applicable:

• Approve sub-recipient payments, if applicable to project

• Initiate new vendor request
• Initiate procurement transactions i.e. purchase orders, RSSA(s), Buy@Duke shopping carts, Travel reimbursements, P-Card purchases, and AP Check Request
• Communicate to CGMT new hires to be paid on grants
• Process new hire iForms, Supplemental iForms prior to monthly payroll/school deadlines
• Remove all personnel on “Leave without Pay” status to a non-sponsored funding sources
• Communicate to CGMT secondary time cards with effort on grants
• Manage employee time reporting, time card approvals
• Review and approve Cost Distribution iForms completed by the CGMT, ensuring forms are processed and approved timely
• Request prior approval of any iForm submissions initiated by anyone other than CGMT

• Review master administrative data for all projects ensuring projects are established in Duke’s systems correctly i.e. correct dates, award amount, F&A rates
• Assist in gathering vendor forms for RSSAs as needed
• Reconcile all awards monthly with timely corrections to any identified errors
• Initiate cost distribution iForm changes as required
• Provide PI with financial reports by the 25th of each month for the last closed fiscal month
• Review and approve workflow transactions, initiated by the department and project transactions in a timely manner

• Timely review and approval of PI Attestations
• Timely submission of all final technical/programmatic reports to the sponsor

If Applicable:

• Confirm WBSE backstop codes for overdrafts/fixed price residual balances
• Remove all personnel from projects paid on secondary time cards

• Ensure all project cost are distributed to the award
• Timely Closeout sponsored projects to ensure institutional compliance with financial reporting

If Applicable:

• If overdraft, confirm backstop code assigned to project WBSE(s)

• Meet with CGMT monthly to review portfolio addressing financial and project status
• Review financial reports with GCA to address any funding or project concerns
• Confirm monthly effort distributions for all staff paid on projects to eliminate the need for untimely cost distribution changes
• Submit programmatic report to sponsor in timely manner

If Applicable:

• Assist CGMT in categorizing project expenditures for sponsor specific financial reporting as needed
• Engage CGMT when project will require a no cost extension

• Ensure institutional compliance with annual effort certifications for PI/staff (ECERT)

• Meet monthly with PI to address financial and project status, including projections and future financial impacts/needs
• Confirm monthly effort distributions on projects to eliminate the need for untimely cost distributions changes
• Review cash management (Accounts Receivable, Deposit Reconciliation) as part of project financial review
• Elevate concerns to the PI, department and central office partners to reduce institutional financial risk
• Provide PI with reporting deadlines
• Assist PI with administrative/financial details required for programmatic reporting

If Applicable:

• Perform project modifications:
  • Re-budgeting
  • No Cost Extensions
  • Carry Over Request
  • Key Personnel Modifications
• Provide central office with expenditure details for sponsor specific reporting, as needed