Once the College has received the official award notification, the FGFG Office contacts Financial Services to assign an account number to the grant. All expenditures and other financial activity for the grant are tracked using this number. The PI, and anyone else they authorize, will have online access to their grant activity on CNAV. It is important that all funding is spent as it was originally intended and in the timetable listed in the grant application. PI’s must be familiar with both the funding agency policies and the College policies. The funding organization’s policies take precedent over the College’s. Alcohol and “Fly America” are, for example, two areas where federal policies and College policies differ
Please contact the FGFG Office if you will need a no-cost extension or budget revision.
For federal awards it is especially important to read the Compliance section of this Grants Guidebook.
If you need to access the College’s miscellaneous pay request form for summer salary, please visit the HR website.
If FGFG is notified of a fellowship or research award, either through the PI or the awarding agency, the award will be included in the Provost’s report to the Board of Trustees and announced on the FGFG website.
Please use good judgment when sharing grant applications both outside of Gettysburg College and internally. Please only share your own work and ensure that all confidential information such as compensation is redacted. If you have any questions, please contact the FGFG Office.
Federal guidelines require organizations to gather documentation to substantiate that the amount of salary and wages charged to Federal awards is commensurate with the effort expended. Accordingly, employees working on Federal awards are required to adhere to Gettysburg College's policies and procedures on effort certification.
Responsible Conduct of Research (RCR) training is required for all students working on federally funded grants (receiving pay, academic credit, volunteer hours, or working with federally funded research instrumentation). Faculty Principal Investigators (P.I.’s) have the primary responsibility for training the undergraduate students. Compromises to responsible conduct of research cannot be condoned. Please see the College’s RCR page for more details.
Principal Investigators on federal awards are responsible for complying with all Federal Regulations as well as College policies laid out in the Faculty Handbook and Human Resource Guidelines and Procedures, as well as the Office of Management and Budget’s (OMB) Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards.
If a Principal Investigator plans to leave Gettysburg College during the course of a grant, he or she should contact the FGFG Office to discuss options and procedures. Gettysburg College has the prerogative to:
Nominate a replacement PI, who is subject to the funder’s approval;
Request that the grant be terminated; or
Transfer the grant to the Principal Investigator’s new organization.
Once a grant has expired, the Senior Accountant in Financial Services will freeze the grant number, which prevents further activity from being charged to the grant. It is at this time that the Principal Investigator should conduct a final review of the financial reports, promptly report to the Senior Accountant any necessary corrections, and submit the final progress report to the funding organization. The Senior Accountant is available to assist the Principal Investigator with his/her final financial reporting. Typically, the final financial and program reporting is due 90 days after the award termination date. If there are grant funds remaining at the end of the project, those funds must be returned to the funder.