Grant Process Map
Southern Utah University — Sponsored Programs
Every sponsored project SPARC supports moves through the same ten stages — from the first proposal idea to final closeout. This map traces that flow end to end, exactly as it runs today.
A new folder is created for the grant project in the Pre-Award Folder in the Google Drive.
A checklist of items required for a successful submission is prepared for the PI.
Templates for the documents required for a successful submission are prepared for the PI.
If any indirect costs will be waived, an Indirect Cost Waiver must be signed and approved.
The official Pre-Award workbook document is created and must be signed and approved.
An entry for the new project is created in the SmartGrant data sheet and Cayuse.
The SPARC team provides feedback on the draft proposal.
The SPARC Executive Director gives final approval for the proposal to be submitted.
All proposal documents are stored in the project folder.
The project entry is updated in the SmartGrant data sheet and Cayuse to reflect submission.
Award terms are reviewed and negotiated when necessary for compliance with SUU protocols.
Award is formally accepted and signed by the authorized organization representative.
The project folder is moved to the Post-Award Folder in the Google Drive.
The official Post-Award workbook document is created and must be signed and approved.
The Grant Accountant adds the project into Banner and creates the financial fund for the project.
The project entry is updated in the SmartGrant data sheet and Cayuse to reflect the award.
All award documents are stored in the project folder.
The Grant Accountant draws down grant funds from sponsors to the institution.
SPARC monitors administrative compliance via the Budget Availability Report, Monthly PI Reports, and Effort Reporting.
SPARC sends out scheduled reminders to the PI as the grant end date approaches.
A brief period is opened to wrap up final financial and administrative details of the project.
SPARC and the Grant Accountant oversee and verify the submission of final programmatic and financial reports.
The official Closeout document is created and must be signed and approved.
The project entry is updated in the SmartGrant data sheet and Cayuse to reflect closed.
The project folder is moved to the Closed folder in the Google Drive.
The life cycle closes. All records are archived and the project is fully closed in institutional systems.
