Roles and Responsibilities

The post-award team provides comprehensive post-award administrative services to HBKU’s academic community, who have successfully received external funded research grants. The day to day management of the projects includes:

  • Managing, facilitating, monitoring and providing support to all researchers and faculty members on all sponsored research projects for the duration of the award
  • Communicating with partners and sponsors for all sponsor funded projects
  • Managing all the finances related to sponsored projects in coordination with related departments at HBKU
  • Verifying eligibility and availability of funds for all hiring requests on sponsored research projects in compliance with research agreements
  • Facilitating procurement related sponsored projects in coordination with the related departments at HBKU
  • Preparing and submitting financial reports
  • Monitoring reports and ensuring compliance with sponsor’s policies and grants’ projects specific terms and conditions
  • Ensure compliance with QF, HBKU and sponsors policies and procedures
  • Follow up with LPIs to report research outcomes and deliverables
  • Ensure proper closure of sponsored research projects
  • Assistance with and processing of budget requests
  • Report reviews and submittal to sponsors
  • Award management support to participating Colleges and Research Institutes

Setting up an Award

Ethical Compliance

Conflict of interest letter
Docx 48.31 KB
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Confidentiality Declaration
Docx 49.16 KB
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Contracts and Legal Agreements

Award Internal Acceptance Letter
PDF 228.94 KB
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Award Management

Procedures and Guidelines
NEW! Graduate Student Employment Under Sponsored Research Grants
PDF 114.1 kB
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Hiring Procedure on External Grant
PDF 480.17 KB
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Forms and Templates Required forms for New hiring requests
Internal Hiring Request
PDF 182.7 KB
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Graduate Student Sponsored Research Agreement
PDF 297.92 KB
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QF Students payment form
xlsx 210.23 KB
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Required Forms for Renewal/ Extension Request: Please submit at least 3 months before the end of contracts.
Renewal/Extension - Internal hiring form
PDF 156.99 KB
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Procedures and Guidelines
Travel Procedure on External Research Grants
PDF 250.18 KB
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Travel Process
PDF 5.14 MB
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Forms and Templates:
Authorization to Travel on Sponsored Project
xlsx 96.51 KB
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Reimbursement expense form
xlsx
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For any Material Requisition (MR) and Blanket Purchase (BPA) requests:

Procedures and Guidelines:
Procurement Procedure on External Research Grants
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Forms and templates:
MR Form
xlsx 48.37 KB
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BPA Form
xlsx
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QF Scope of Work
docx 34.85 KB
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Single Source Justification (SSJ)
docx 623.77 KB
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Material Requisition on Sponsored Research Form
xlsx 72.87 KB
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Material Requisition on Sponsored Research Form - CoreLabs
xlsx 72.76 KB
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For any changes to be made to the project such as budget, adding PIs etc.

Required Forms for Change Request (CR):
Amendment-Change Request-HBKU
xlsx
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Amendment-Change Request- Collobrator
xlsx
Download
No objection letter for changing current LPI
docx
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For processing of invoices:

Required Forms for Invoicing:
Payment Request Form
xlsx
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Timesheet Template
xlsx
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Work Completion Certificate (WCC) Form
xlsx
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Reconciliation form
PDF 260.61 KB
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Required Forms for Invoicing:
Post-Award Management Procedure
PDF 762.74 KB
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Technical Report
PDF 215.33 KB
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Closing out an Award

Award Close-Out Checklist
PDF 319.84 KB
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Close-Out Letter
docx
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