Office of Sponsored Programs

How We Support You

• Award Setup
  • Establish the Banner account and assign the appropriate grant index to ensure accurate financial tracking from the outset.
  • Create a grant index in advance of the formal award when an early account is  requested, coordinating submission and approval through OPAS to support pre-award spending needs.
  • Review and confirm that the proposed budget aligns with both institutional policies and sponsor requirements before finalization and activation.
• Financial Management
  • Conduct routine grant reviews to actively monitor budgets and expenditures, ensuring ongoing compliance with institutional policies and sponsor regulations.
  • Record, track, and monitor cost share (cost match) commitments to ensure they are accurately documented and fulfilled throughout the project period.
  • Prepare, review, and submit invoices and required financial reports in accordance with sponsor timelines and reporting standards.
  • Review and process U‑Approve Journal Vouchers (JVs), cost transfers, and Personnel Action Requests (PARs) to maintain accurate and compliant accounting records.
  • Process payments to University of Montana students, including Graduate Contracts, Summary Awards (scholarships), and stipends, ensuring timely and accurate disbursement.
  • Reconcile payments to participants and human subjects in compliance with institutional procedures and sponsor requirements.
  • Complete and submit additional administrative forms, including Abatement and Entertainment Approval requests, as needed to support award activities.
  • Collaborate closely with the Subaward Team to support subaward setup, payment, monitoring, and ongoing management.
• Award Modification
  • Prepare and submit time extension requests to support continued project activity beyond the original award period, ensuring alignment with sponsor guidelines.
  • Develop and process budget revision requests to reallocate funds as project needs evolve while maintaining compliance with institutional and sponsor requirements.
  • Manage carryforward requests to authorize the use of unexpended funds in subsequent budget periods, coordinating approvals as required.
  • Process incremental funding actions to incorporate additional sponsor funds and update financial records accordingly.
  • Prepare and submit other prior approval requests, including changes in Key Personnel or modifications to the Scope of Work (SOW), ensuring timely sponsor communication and documentation.
• Award Closeout
  • Prepare and distribute Grant End and Record Retention Memos to formally document award closeout responsibilities and retention requirements.
  • Compile and submit the Final Invoice, Final Financial Report, and any other required sponsor reports to ensure timely and compliant closeout.
  • Complete award closeout in Banner and organize project documentation for archiving in accordance with institutional and sponsor record‑keeping standards.