Award Administration Process
Post-award activities are those processes and activities that take place after the grant, contract or cooperative agreement has been awarded to the University and a cost center has been established in the University's financial system. The SFS-Qatar Office of Sponsored Programs should be contacted for issues pertaining to the establishment of your RX cost center and budget, preaward costs (spending prior to receipt of the award notice), rebudgeting, no-cost extensions, and any administrative or contractual issues that require the prior approval of the sponsor. We should also be contacted for issues pertaining to expenses that have been charged to your CSR, invoices to the sponsor, payment of subcontractor invoices, financial reporting, and auditing.
Responsibilities of the Principal Investigator
The Principal Investigator is responsible for:
Conducting the project in accordance with the proposal and the terms of the award. If it becomes necessary to significantly change the scope of work of the project, the sponsor's written approval must be obtained.
Approving the expenses charged to the project cost center. Always use the correct cost center number and account code number when charging an expense to the externally funded project.
- Managing the resources of the project so as to ensure timely and successful completion of the project.
Filing all appropriate technical reports as required by the award document. One copy of the letter transmitting the technical report should be provided to the SFS-Qatar Office of Sponsored Programs for inclusion in the University file for audit compliance.
Reporting any inventions and or scientific discoveries made during the course of the project to the Office of Technology Licensing.
Reviewing the monthly "Center Status Reports" (CSR) for accuracy and reporting and discrepancies to the SFS-Qatar Office of Sponsored Programs as soon as possible.
Notifying the SFS-Qatar Office of Sponsored Programs if capital equipment (equipment valued at $1,000 or more and having a life expectancy of more than one year) is being transferred between institutions or is otherwise being disposed of.
Complying with sponsor and University policies.
Research Assistant Hiring Information
The SFS-Qatar Office of Academic Affairs overseas the policies related to hiring Research Assistants. No work can be started without the submission of all paperwork to the SFS-Qatar Office Student Affairs and/or Office of Sponsored Programs, including any hiring documents, as well as proof of funding. Georgetown University SFS-Qatar will not be liable for payment to individuals for any work done before the approval of completed hiring/contracting documentation.
There are two categories from which faculty may choose to hire Research Assistants:
Undergraduate Students as Research Assistants: These Research Assistants will be hired through the Georgetown University payroll system and will be paid either on a bi-weekly schedule at an hourly rate or on a lump sum, project based rate.
Individuals Other than Undergraduate Students as Research Assistants: These Research Assistants will be engaged as casual labor employees through a special SFS-Qatar contracting process, who will need to submit periodic invoices to SFS-Qatar in order to receive payment.
Compliance and Allowable Expenses