Grants and Contracts

The Office of Grants & Contracts (G&C) supports the post-award management of externally funded projects at The University of Texas Rio Grande Valley (UTRGV). We establish project accounts, review award terms and conditions, and ensure all federal, state, industry, and foundation requirements are understood from the start. Our team helps investigators navigate allowability, allocability, reasonableness, and consistency requirements.  

Throughout the life of an award, G&C monitors spending, effort, burn rate, and cost-share commitments to prevent issues before they arise. We review project expenditures for compliance, process rebudgeting requests, administer effort certification, and prepare required financial reports. Our staff maintains documentation for audits, supports indirect cost recovery, and keeps every project audit-ready. We also work closely with Sponsored Programs, Grant Accounting, and academic units to ensure seamless continuity.  

G&C stands beside investigators through closeout—managing final invoicing, cost-transfer reviews, account shutdown, and supporting federal, state, internal, or sponsor-driven audits. We also develop training tools to help PIs, administrators, and research staff feel confident and supported at every stage of the post-award journey. 

Award Startup

• Receive a sponsor project, negotiate terms and conditions, and review for compliance (IRB, IACUC, IBC, FCOI, training requirements).
• Establish sponsored projects and create accounts in PeopleSoft for expenditures, confirm budgets, and review award terms and conditions with PIs.
• Provide onboarding, guidance, and training materials on post-award requirements, sponsor regulations, and university processes.
• If applicable, assist with establishing Subaward Agreements with collaborators and monitor for compliance throughout the period of performance.

Award Management

• Monitor spending, effort, burn rate, and cost allowability (2 CFR 200); pre-approve or review expenditures including payroll, travel, P-cards, subawards, and cost transfers.
• Maintain the official award profile, process budget revisions/rebudgeting requests to the sponsor for prior approval, track and document committed cost share, and administer the effort certification system.
• Assist with prior approval requests such as no-cost extensions, changes in PI/PD, changes in SOW, significant budget revisions, etc. (2 CFR 200.308(f)).
• Support PIs in tracking award requirements and reviewing and submitting sponsor-required technical or programmatic reports.
• Track known milestones to help PIs meet progress report deadlines.

Financial Reporting & Billing

• Prepare and submit interim and final financial reports and invoices to sponsors; manage cash drawdowns when applicable.
• Track indirect cost (IDC) recovery and provide data to support distribution to colleges/departments.

Audit & Compliance

• Maintain audit-ready documentation for federal single audits, internal audits, and sponsor-initiated audits; provide institutional responses and financial data as required.
• Ensure compliance with sponsor terms, Uniform Guidance, and institutional policies across the award lifecycle.

Project Closeout

• Perform closeout activities including final technical reports, invoicing, final financial reporting, cost share verification, effort confirmation review, and account shutdown.

• The Division of Research has implemented an internal submission deadline policy requiring all non-financial progress and final reports to be submitted to Grants & Contracts three business days before the sponsor’s official deadline, effective January 1, 2026. Read the full memorandum. https://www.utrgv.edu/research/news/archive/dor_internal_memorandum_non-financial_report_deadlines_nov7_2025/index.htm