Congratulations on receiving your award! Please review the following information about how the ORA staff operates once award notification is received.
UMSL Junior Faculty Travel Grants:
Award notifications letters are sent out via Campus Mail.
When you have completed the obligation from your proposal, submit expenses online using PeopleSoft Travel and Expenses and notify Brenda Stutte (314-516-5897) of completion. The ORA processes your reimbursement according to your award
amount. Reimbursement is received through direct deposit (this
account is the same account that you have set up with HR for paycheck
deposits) and you are notified via email from the Accounting Office once this transaction has taken place.
UM Research Board Awards:
Award notifications are sent
If you receive a UM Research Board Award, you will also receive a Rebudget Form and Committee Comments.
Most often, you will not receive the entire requested amount;
therefore, it is very important that you rebudget for the new award
amount. Send the completed Rebudget Form to Brenda Stutte (341 Woods Hall). When the form is received, the ORA requests an account for your
project — each project is given its own MoCode. You will need to
work with the Administrative Assistant in your department to access
these funds and receive reimbursements. Accounts are typically assigned
about one month before the start date that you have indicated in your
proposal; however, some accounts are started early.
If you have questions, contact Brenda Stutte (314-516-5897).
Once funding has been awarded and the ORA has
received the award notice from the agency, the ORA sets up a project
number and MoCode in the PeopleSoft Grants Module. The agency-approved
budget is entered into the system. If the project includes cost
sharing, a MoCode is set up based on the DeptID provided by the
department. A Grant Award Summary is generated and emailed to the
Principle Investigator (PI), chair, dean, and, if requested, the
appropriate fiscal officer.
Vouchers and PAFs:
The ORA reviews vouchers for purchases over $2,500,
subcontract payments, consultant payments, and Personnel Action Form's
(PAF); expenses to
ensure they are approved in the budget; and all documents to check for appropriate authorized signatures.
Interim and Final Financial Reports:
The ORA accountant assigned to the grant completes all interim
and final financial reports based on the dates given in the award or
contract. The PI is consulted to ensure that all appropriate expenses are included in the final financial report. Copies of all
financial reports are sent to the PI.
The ORA Accountant is responsible for all
grant project invoicing except for letters of credit. In some instances,
the ORA may need information from the PI to submit an invoice. Copies
of invoices prepared in the ORA are sent to the PI. The Office of Sponsored Projects Administration
(OSPA) in Columbia handles letters of credit and electronic payments
for many of the federal agencies. The PI is consulted when the final
invoice is being prepared to ensure all appropriate expenses are
The ORA sends a letter to the PI 90 days
before the project's end date as a reminder that the project is due to
expire and that either a technical report may be due or an extension may
be needed. If there is no response from the PI, the closeout procedures
begin after the project has expired. The expenses are reviewed on the
PeopleSoft Budget Variance #8 Report, and the financial report is
prepared. The PI is notified to make sure all appropriate expenses
have been included. Remaining funds (if not a fixed price contract) are
returned to the agency. The project is inactivated in PeopleSoft.
If the project is fixed price, the PI can request that the project be
extended for up to one year to allow the project to remain active
and the PI to continue with the project for that period of extension. If
the project is to be closed out, any remaining funds will be
transferred to the PI's assigned departmental Grants Incentive Fund