To strengthen research sustainability and support effective stewardship of sponsored funds, the College of Education provides and encourages the use of standardized financial management tools that help Principal Investigators (PIs) actively monitor grant performance. These tools are intended to support informed decision‑making, early identification of risks, and alignment with University, campus, and college fiscal expectations.
Sound grant management practices—particularly forward‑looking projections and burn‑rate analysis—help ensure that both direct and indirect resources are used effectively and for allowable University purposes. Consistent use of these tools supports transparency, compliance, and shared accountability among PIs, academic units, and the College.
The following tools are strongly encouraged for all active sponsored projects and may be required by academic units or the College for higher‑risk or complex awards:
Grant projections provide a forward‑looking view of expected spending through the end of the project period. These projections help PIs:
Projections should be updated regularly, particularly when there are staffing changes, scope adjustments, or sponsor‑approved modifications.
Burn rate analysis compares actual expenditures to elapsed time in the project period. This tool allows PIs and finance staff to assess whether spending is occurring at a pace that is reasonable given the remaining time on the award.
Burn rates are especially useful for:
Because personnel costs are often the largest component of sponsored projects, salary planning tools help PIs:
These tools are critical for maintaining compliance with sponsor and campus requirements.
PIs are encouraged to:
Forward-thinking engagement with pre-award staff during the proposal development stage is especially important when projects involve multiple academic units. Creating a multi-unit budget template at the time of proposal submission allows roles, responsibilities, and resource commitments to be clearly defined upfront, ensuring alignment with the proposed scope of work and sponsor expectations. Early coordination supports accurate budgeting, appropriate distribution of direct and indirect costs, and transparent documentation of cross-unit participation. In contrast, attempting to restructure or split budgets after an award has been made can introduce administrative complexity, delays, and compliance risks. Developing a multi-unit budget during the proposal stage promotes smoother award setup, reduces the need for post-award adjustments, and strengthens stewardship of sponsored funds from the outset.
If, after an award is made, you determine that a portion of your grant budget needs to be allocated to or shared with another unit on campus, you should contact your designated Finance team member as early as possible. Early consultation helps ensure that the proposed budget split is handled appropriately within University and campus policies, reflects the approved scope of work, and is documented correctly in the financial system. Finance staff can advise on allowable mechanisms, timing considerations, and any approvals that may be required, helping to avoid downstream complications and supporting transparent, compliant stewardship of sponsored funds.
These practices support strong stewardship of sponsored funds and help sustain the research environment across the College of Education.
College Finance Staff are available to assist PIs in understanding reports, developing projections, and interpreting trends. Regular consultation with designated finance staff is strongly encouraged, particularly for complex or high‑value awards.