Research and Scholarship FAQs

PI's responsibilities in Conducting a Project

See USF Sponsored Research "Grant Research Responsibilities, expectations, and processes for more details

  • Communicate with departmental unit research administrator to ensure that the project is adhering to the agreed upon terms and conditions.
  • Track budget, encumbrances, salary, subcontract commitments, and expenses internally.
  • Initiate and coordinate recruitment efforts and personnel appointments.
  • Submit payroll distributions for personnel on project.
  • Process third-party payment requests for students assigned to the project.
  • Ensure that travel is authorized, expended, and reimbursed according to university policies and procedures and sponsor guidelines.
  • Make purchases and incur allowable costs; ensure that all expenditures are reasonable, allocable, and benefit the project to which they are charged.
  • Process receipt of goods according to USF policy.
  • Review/monitor subcontracts. Approve subrecipient billing and deliverables for compliance, including ensuring that the quality of all deliverables is acceptable and in accordance with the terms and conditions of the subaward and the approved scope of work.
  • Approve subcontractor invoices and submit to Payment Services for disbursement.
  • Work with the departmental unit research administrator to ensure ledgers are reconciled monthly; review monthly financial reports and ensure costs associated with the project meet the test of being reasonable, allocable, and allowable.
  • Prepare documents and provide justification to Sponsored Research for re-budgeting, if appropriate.
  • Track cost sharing commitments to ensure commitment is met.
  • Ensure payroll distributions are correct prior to payroll being posted in the ledgers.
  • Ensure expenditure transfers are processed in a timely manner in accordance with university policy and are submitted by the departmental unit research administrator through ServiceNow(SN).
  • Review and adjust effort reporting (PERT) for department and compare calculated effort with the pay distributions of the committed effort.
  • Provide sponsor with deliverables and non-financial reports as outlined in the notice of award’s terms and conditions.
  • Provide information to Sponsored Research’s Post-Award Transactions and/or Invoicing & Reporting team(s) regarding pending transactions not yet posted to FAST. Sponsored Research provides financial reports to sponsors.
  • Ensure communication is maintained if there are any re-negotiated terms and conditions of the award. Sponsored Research is the authority to request sponsor reapproval.
  • Prepare carryover requests and notify Sponsored Research’s Transactions unit if applicable.
  • Provide documentation for audit requests as needed.