Awards Frequently Asked Questions

If you are unsure who your assigned Grants Accountant is, please contact Grants Accounting at cgstaff@utep.edu. Your assigned Grants Accountant will follow up with you and provide assistance

It depends on the terms and conditions of your award. Your contract or Notice of Award (NOA) may allow funds to be transferred between budget categories or it will include restrictions that may require prior sponsor approval.

To request a budget transfer, submit the Budget Transfer Request Form

The request will route to the PI for approval and then to Grants Accounting for review and approval. Grants Accounting will review the request for compliance with the award's terms and conditions and any applicable sponsor requirements.

If an expense was charged to the incorrect project, submit a Grant Expense Transfer Request Form to request the transfer or reclassification. The request must include a clear justification explaining:

• Why the expanse needs to be transferred;

• How the expense relates to the sponsored project;

• How the expense benefits the purpose of the award.

The request will route to the PI for approval and then to Grants Accounting for review. Grants Accounting will review the transfer for allowability, available funding, and compliance with applicable requirements.

Expense transfers should be submitted within 90 days of the original posting date. Requests submitted after 90 days are subject to University cost transfer requirements.

For additional information, please review the University's Cost Transfers for Sponsored Projects Policy:

https://www.utep.edu/research/office-of-sponsored-projects/policies/cost-transfers-for-sponsored-projects.html

Cost-share commitments are generally established during the proposal process and are also identified in the sponsor's agreement or Notice of Award (NOA), when applicable.

During project setup, Grants Accounting reviews the award to identify any cost-share requirements. If additional information is needed, Grants Accounting will contact the department to obtain the necessary details, which may include:

• Cost-share amount

• Individuals or positions contributing effort

• Applicable dates or period of performance

• Funding sources

• Other supporting information

If you are unsure whether your award includes a cost-share commitment, contact Grants Accounting at cgstaff@utep.edu.

Grants Accounting is responsible for preparing and submitting sponsor-required financial reports for sponsored projects.

Reporting requirements and frequency vary by sponsor and award and may include quarterly, semiannual, annual, and final financial reports.

Grants Accounting may contact the PI or department if additional information or action is needed before a financial report can be submitted.

For questions regarding financial reporting for your award, contact cgstaff@utep.edu.

The PI and department have 30 days after the project end date to complete the financial closeout process. Grants Accounting will send an expiration notice as a reminder and to provide guidance during the closeout time.

During this period, the PI and department should review the project and:

• Resolve outstanding encumbrances and commitments;

• Clear any overdrafts or deficits;

• Ensure all appropriate project expenses have been posted;

• Review outstanding payroll or other pending transactions; and

• Complete any required programmatic reports or deliverables.

Goods and services charged to the award must comply with the project's period of performance and applicable award requirements. Departments should plan purchases accordingly and ensure that expenses are appropriate for the project before the award expires.

Grants Accounting will complete the financial closeout and submit applicable final financial reports and invoices to the sponsor.