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Post Award (Non-Financial)

Pre-Award

Overview

Non‑financial post‑award management supports the successful conduct of sponsored projects by ensuring that changes to the project are reviewed, approved, and documented in accordance with sponsor and institutional requirements. These activities help maintain compliance, preserve project integrity, and support the timely completion of programmatic objectives.

  • A budget reallocation (also known as a rebudget) is a formal request to modify the approved budget of a sponsored award that requires prior sponsor approval. Refer to the Prior Approval Matrix to determine if your proposed changes require sponsor authorization.

  • A No-Cost Extension is a formal mechanism for extending the performance period of a grant award beyond its original expiration date.

    As the name implies, no additional funding is provided by the Sponsor. NCEs are necessary when the Principal Investigator (PI) requires additional time to successfully complete the project's Scope of Work.

    A No-Cost Extension may be requested by the PI only when all three of the following conditions are met:

    1. The end of the project period is approaching.
    2. There is a programmatic need to continue the research.
    3. There are sufficient funds remaining to cover the extended effort.

    It is essential to notify your Research and Sponsored Programs Grant Specialists as soon as the need for an NCE is determined, as Sponsors require that requests be submitted prior to the award’s current end date.

  • Awards are provided by Sponsors to Rutgers, The State University, based on the specific skills and talents of the Principal Investigator (PI) managing the project.

    If a situation arises where the PI is no longer available to continue the project—such as a change in research direction, a leave of absence, or accepting a position at another institution—the Sponsor must be informed immediately in writing. The Sponsor will evaluate the circumstances to determine whether another Rutgers PI can meet the project goals or whether the project must be transferred to a new institution to continue under the current PI.

    All notifications to Sponsors must be submitted by your Research and Sponsored Programs Grant Specialists. Failure to officially inform the Sponsor of a PI change can result in costly consequences to the Department and University 

  • For grant awards subject to sponsor prior approval requirements, recipients must submit a request to carry over (carry-forward) unobligated funds from one budget period into the next.

    Before submitting any request, the recipient’s finance office must determine the unobligated balance for the applicable budget year and confirm it with the Research and Financial Services team.

    Timeliness is critical: Carryover requests must be submitted at least 120 days before the end of the program year for which funds are requested.

    Recipients should always refer to the award terms and conditions to confirm whether prior sponsor approval is required. For National Institutes of Health (NIH) awards, this stipulation is often found in section III of the award notice, stating that "Carryover of an unobligated balance into the next budget period requires Grants Management Officer prior approval". If you have any questions, please don't hesitate to contact your Research and Sponsored Programs Grant Specialists.

  • Most research sponsors require annual, interim, and/or final progress reports to document objectives and deliverables accomplished under an award. Compliance with these reporting requirements is mandatory for maintaining grants from major sponsors, such as the Department of Health and Human Services (DHHS) and the National Science Foundation (NSF).

    Our Grant Specialists are responsible for reviewing and submitting progress reports on behalf of the Principal Investigator (PI) when the submission must be performed by an Authorized Official (AOR) for the University. PIs must alert their Grant Specialist at least ten (10) business days prior to the report's due date to allow adequate time for institutional review and official submission.

  • Most research sponsors require annual, interim, and/or final progress reports to document objectives and deliverables accomplished under an award. Compliance with these reporting requirements is mandatory for maintaining grants from major sponsors, such as the Department of Health and Human Services (DHHS) and the National Science Foundation (NSF).

    Our Grant Specialists are responsible for reviewing and submitting progress reports on behalf of the Principal Investigator (PI) when the submission must be performed by an Authorized Official (AOR) for the University. PIs must alert their Research and Sponsored Programs Grant Specialists at least ten (10) business days prior to the report's due date to allow adequate time for institutional review and official submission.

  • Sponsored project transfers allow an active funded project to move from one Principal Investigator or administrative unit to another while maintaining compliance with sponsor and university requirements. Transfers ensure that project oversight, financial management, and research responsibilities are formally reassigned, allowing work to continue without interruption. This process typically involves reviewing the project’s status, confirming available funds, coordinating any subcontract changes, and securing approvals from all affected departments. Contact your Research and Sponsored Programs Grant Specialists if you have any questions.

  • Participant support costs are funds included in a grant to cover expenses for individuals who are trainees or participants in a sponsored conference or training project. These costs are direct expenses, including stipends, travel allowances, subsistence, and registration fees.

    Who is a participant? A participant is a recipient of a service or training, not a provider. They cannot be university employees and do not perform any work or provide services for the project. Participants can include students, scholars, scientists, teachers, and representatives from the private sector.

    These costs are typically included in grants with an education or outreach component, often from sponsors such as the National Science Foundation (NSF). Other federal agencies, such as the NIH, EPA, and USDA, may also permit them under specific circumstances. It is crucial to remember that facilities and administrative (F&A) costs cannot be applied to the participant support cost category.