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Post Award Regulations

The terms and conditions of the award often specify what is allowed or disallowed. 

Reporting is specific to each sponsor and each award.  It is important to read all terms and conditions or contract in order to meet all reporting requirements – financial, progress, annual, final, property inventory, evaluation, closeout, etc.

It is necessary to discuss with the government grants officer prior to making changes regarding your goals/ objectives or budget.  All sponsors have different guidelines, and all requests for changes must be made in writing and received in writing/email stating approval of changes within your application.   All changes must be coordinated through the government grants office to ensure documentation is coordinated and recorded properly.  Often, it is important to send approvals/amendments of changes to the Finance Department for them to keep on file for audit / record keeping purposes; this will be done through the GGO.

For most grants, reports are due on an annual basis. The Government Grants Office works with the PI/PD at the onset of the award and determines when reports are due.  Copies of all reports are to be sent to the GGO to keep on file for pending audits. Fairfield’s students engage in diverse and challenging classroom learning experiences under the direction of highly qualified professors. In addition, they are encouraged to create new knowledge by actively pursuing complementary learning activities through independent research, internships, and community service.

Documentation of cost-sharing is required.  Cost-sharing is the portion of the grant or contract cost not borne by the sponsor.  Whenever cost sharing is committed by the University it must be documented in the University records and included in the grant file.

The GGO maintains permanent grant/contract files for a period of no less than three years after the final financial report has been file/completed. This is to ensure that the University is in accordance with all federal and state audit regulations and funding agency requirements.