Grant Administration

The Grants Administration office at EOU is responsible for post-award monitoring and reporting for grants, research and sponsored projects. Our office also reviews all grant proposals at least 2 weeks prior to submission, and requires that a Submission Approval Form be signed and submitted to our office prior to applying for any outside funding, along with the grant application and budget. EOU does have a new tax ID number, so be sure to obtain the new information before submitting any new proposals. Please contact Carrie Pollard with any questions.

Submission Approval Form – Grants, Research and Sponsored Projects – Fillable

Services

The Grant Administration office works with the University community-especially faculty principal investigators (PI’s) and department grant administrators, but also including EOU administrative officials, business managers and affiliated organizations such as the EOU Foundation – to provide services in two main areas:

1) Proposal Preparation and Clearance – from application materials and budget assistance, to final review, official endorsement, and submission of proposals to funding agencies, public and private, for support of research, instruction, and public service projects.

2) Grant and Contract Administration – from inception by review and acceptance of awards and account set up, through the award’s administration, financial reporting, and final closeout.

Contact the Grant Administration for assistance with any of the activities described here.

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Proposal Planning, Preparation, and Submission

All proposals submitted – in hard copy or electronically – by EOU faculty, students or staff to external funding sources (public and private sponsors) must be reviewed, cleared and endorsed by grant administration on behalf of the University prior to submission. The following activities are handled by and through Grant Administration:

Assistance with the preparation of application forms and guidelines, required proposal certifications, and institutional information required by sponsors such as audit reports or tax ID.
Preliminary review and approval of budgets before final proposal clearance.
Compliance areas such as human subjects or animal use are certified on proposals as approved or pending approval by institutional committees.
Mailing of the proposal if all required copies are provided before the deadline.

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Grant and Contract Administration

Awards are made to the University as the official grantee, or in special circumstances (for some private funds only) to the EOU Foundation on behalf of the University. The PI is responsible for the technical work but does not receive the award directly. Grant Administration manages grants and contracts for the University as follows:

Receipt, review and institutional acceptance of the official award document, both hard copy, and electronic notices.
Establishment of a new fund account and assignment of an Index number in EOU’s financial system Banner FIS in which the PI can charge expenditures and view details and balances for the project.
Works with the PI, department administrators and funding agency staff to manage the award fiscally and administratively throughout the project period.
Preparation and filing of financial reports and submission of periodic billings according to award requirements.
Monitoring of regulatory mandates and advisements to PI’s regarding changes in agency and federal regulations and University policies on grant administration.
Liaison between PI and agency for administrative actions, including but not limited to no-cost extensions, budget revisions, grant transfers, and changes in key personnel.
Reconciliation of account for final close-out and submission of the final financial report and other final documents such as equipment disposition to sponsor.

Carrie Pollard – Grant Accountant
Eastern Oregon University
Inlow Hall, Room 208
One University Blvd.
La Grande, OR 97850

541-962-3856 / FAX: 541-962-3889
email: cpollard@eou.edu

For additional budget assistance with your proposal, particularly with personnel and OPE costs, please contact the Vice President for Finance & Administration, LeeAnn Case at 541-962-3515.

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Grant Resources

Eastern Oregon University

EOU Policies – Grant Accounting Policies

3.35.01 – Roles & Responsibilities – Research & Sponsored Programs
3.05.01 – Accounting and Financial Reporting
5.01 – OUS Grants and Contracts – General Administration (Adopted by EOU July 2015)

Office of Management and Budget

Public Health Services (PHS/NIH)

Department of Education (DOE)

National Science Foundation (NSF)

CARES Act Higher Education Relief Fund

Fiscal Irregularities

For reporting fiscal concerns or irregularities, please visit our reporting website.
You can also call 1-855-375-4906 to report any concerns.
If you wish to report suspected fiscal irregularities to someone internally to EOU, please use the following contact information:

LeeAnn Case
Interim Vice President for Finance & Administration
Eastern Oregon University
One University Blvd La Grande, OR 97850
Hoke 329
lcase@eou.edu
541 962-3515