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Washington and Lee University

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Project Management

Initiation of Projects

Upon receipt of a grant, the Project Director shall promptly send the Office of Corporate and Foundation Relations and the Business Office:

  • A copy of the signed award letter.
  • A copy of the project budget (see below for more information).
  • Any other applicable financial information pertaining to the grant.
  • A copy of any legal obligations imposed on the University

Upon receipt of this information, the Business Office will establish the project in the accounting system and send the Project Director a W&L account number for the grant. CFR will send a copy of any legal mandates to the Office of the General Counsel.

Personnel/Hiring

In hiring, managing, paying, evaluating and terminating employees, Project Directors must work within the University personnel policies and confer and cooperate with the Director of Personnel Services in all matters related to personnel. Please keep in mind that project personnel are employees of the University, making the University legally responsible for meeting federal and state laws and regulations governing all aspects of employment. Management also includes the training and supervision of any relevant project personnel about those matters that are appropriate for each employee to know and to follow.

Consultants/Contractors

Many projects have provisions for use of Independent Contractors (also called consultants), either individuals or entities. If a consultant (person or firm) is not named in a proposal, Project Directors must conduct a bidding process to secure services. Once a consultant is selected, please work with the General Counsel and Business Office to develop either an Independent Contractor agreement or a subcontract, depending on the circumstances. No work should begin until a fully executed agreement is in place and the funding agency has approved the subcontractor and subcontract.

Project Changes

If Project Directors find that any changes are necessary during the conduct of the funded project, such as budget, scope of work, key personnel and /or language change, please contact the Office of Corporate and Foundation Relationst immediately. Institutional grantees are required to have written procedures in place for reviewing and approving in advance proposed project changes. Further, many federal funding agencies require prior written approval for amendments, and in many cases, the agency requires submission of amendments (language or budget changes) or time extensions 30-45 days prior to the end of the project.

As a result, you will need to complete a Prior Approval Form before implementing any changes. This form will ensure that all grant actions and expenditures are consistent with the terms and conditions of the award, any changes do not constitute a change in the scope of the project, and any budget modification is necessary and reasonable for the accomplishment of project objectives and is allowable under any relevant cost principles.

Faculty Buy-Outs (Reimbursed Time)

When a faculty member has Assigned or Released time from his/her regular University duties and is requesting that the portion of time be a "Buy-Out" to allow funds to be paid back to the College by the faculty member's project, the faculty member continues to be paid by the University for his/her full appointment. Project Directors are responsible for working with both their department chair and dean when submitting proposals requesting "buy-outs" of their time or that of other University faculty.

Project Directors are responsible for keeping the Office of Corporate and Foundation Relations informed of any changes with respect to the "buy-out" that may affect the charging of costs to the project or affect the completion of the scope of work as required by the funding source.

Reporting

Project Directors are responsible for preparing and submitting all programmatic reports or information needed by the funding agency and to complete required financial reports required by the contract or grant on a timely basis. The Office of Corporate and Foundation Relations is available to review and mail reports and document to the relevant agency.

Newsletter, Website, Public Communication

The Office of Corporate and Foundation Relations promotes the achievements of University faculty and their students on this website. Faculty should provide details on funded projects to CFR in a timely manner.

The University welcomes publicity on grant activities. Project Directors are encouraged to send information on grant successes to CFR.  We will screen and pass on your news to the Office of Communications and Public Affairs (CPA). As appropriate, CPA will contact faculty for additional details regarding specific projects.

Record Retention

Financial records, supporting documentation, statistical records, and all other records pertinent to the grant shall be retained by the grantee for five years from the date of submission of the final Financial Status Report. When the conditions of a grant award require the grantee to report program income, records relating to program income shall be retained for five years from the date of submission of the last required income report.

If the five-year retention period is extended because of audits, appeals, litigation, or the settlement of claims arising out of the performance of the project, the records shall be retained until such audits, appeals, litigation, or claims are resolved. Unless court action or audit proceedings have been initiated, the grantee may substitute digital copies of original records.