Sponsored Projects Administration

PI Responsibilities

  PI Responsibilities

General Responsibilities

The Principal Investigator/Project Director is responsible for the programmatic management of the grant or contract and conducts the project activities to meet project goals and objectives while adhering to agency guidelines and University of South Alabama policies and procedures.

The Principal Investigator/Project Director is responsible for the financial management of the grant or contract and signs budget expenditure requests or agency forms which request the "Principal Investigator/Project Director" signature.

The Principal Investigator/Project Director insures all project expenditures are directly related to the project and necessary to meet the project goals and objectives.

The Principal Investigator/Project Director has the responsibility to be aware of any requirements for cost sharing that were committed in the budget approved by the agency and to insure these obligations are met.

The Principal Investigator/Project Director has the responsibility to be aware of requirements to certify the effort of personnel on the grant or contract. The Principal Investigator/Project Director ensures that personnel paid from grant or contract funds have performed at the level of effort reported and certifies this on a semester basis.

The Principal Investigator/Project Director should have no financial conflict of interest which would affect the conduct of the project.

The Principal Investigator/Project Director has the responsibility to ensure that Agency Compliance policies and University of South Alabama Compliance policies for human subjects in research, animal use, etc., are followed, if applicable to the project.

The Principal Investigator/Project Director has the responsibility to submit all reports required by the grant or contract on a timely basis.

Budget Categories

Expenditures billed to the grant project should be in accordance with the budget approved by the awarding agency. 

Advance approval by the funding agency may be required for significant deviations from the approved budget. This includes using grant funds for expenditures which were not identified in the approved budget. Some expenses, such as advertising or publicity, may not be allowable expenditures and may require the explicit approval from the funding agency before costs are incurred.

Certifying Personnel Effort

The activity of personnel assigned to the project must be certified by an individual with knowledge of all of the employee's activities. The Principal Investigator should sign after-the-fact activity reports which certify the level of effort of each person assigned to work on the project regardless of whether or not the person is compensated from the grant funds (i.e., the activity of personnel who contribute time to the project as a form of cost sharing must be documented). Amounts of activity charged to the grant budget should be consistent with the certified effort on the project. Personnel activity reports should be certified by the Principal Investigator on a semester basis.

Cost Sharing
Matching or cost sharing contributions indicated on the approved budget must be documented by Grants and Contracts Accounting and reported to the funding agency on regular expenditure reports. The Principal Investigator is responsible for obtaining documentation of third-party cost sharing from project partners. The Principal Investigator will be asked to certify that payments made from cash sources are for project-related expenditures. Contributions of in-kind goods or services must be documented in accordance with federal regulations and certified by the Principal Investigator as related to the project.

Equipment

The definition of permanent equipment is tangible property having a useful life of more than one year and an acquisition cost of $5,000 or more per item.

Project Records

Project records are to be retained by the Principal Investigator for no less than 5 years beyond the project end date.

Project Start and End Dates

Expenditures for the project must occur in the current budget funding period. Invoices and other forms authorizing payment must reflect dates that fall within this period. The account must be cleared and closed out within 90 days of the end of the funding period. A request for a "no-cost extension" of the project end date must be approved by the granting agency.

Report Requirements

Completion and timely submission of required reports are the responsibility of the Principal Investigator.

Signature Authority

The signature of the Principal Investigator must be on all budgetary or reporting actions, including reports of personnel effort on the project. Grant proposals or certifications requesting the signature of the "Authorized Institutional Official" generally require the signature of the Vice President for Research. Contracts, subcontracts or cooperative agreements require the signature of the Associate Vice President for Financial Affairs.

Special Restrictions

Entertainment, food, alcoholic beverages and gratuities are generally not allowable costs.

OMB Circulars
  • OMB Circular A-21    Cost Principles For Educational Institutions
  • OMB Circular A-110  Uniform Administrative Requirements
  • OMB Circular A-133  Audits of Institutions of Higher Education