University of Houston-Victoria

Research and Sponsored Programs

ORSP Grant Coordinator Responsibilities

The Grant Coordinator monitors financial activity and provides sponsored program administration guidance to the PI/PD and departmental personnel.

Grant Accounts

Cost center setup:
Create the cost center to verifying the proper fund code is used which identifies the type of funding (e.g., federal, state, fed pass thru, local, private, etc.) and the proper program code is used which signifies if the award supports instruction, research, academic or student services.


The grant coordinator creates budget journals for initial award setup, budget modifications per award increases/decreases/cost category modifications throughout the award duration, and adjustments for award closeout.


Creates and Maintains

Creates the Notice of Award (NOA) spreadsheet

  • Cost center information
  • Award information
  • Reporting Requirements
  • Budget
  • Monthly Expenditures
    • Salary and Fringe, supplies, participant costs, encumbrances, summaries, unallowable account codes, etc.
    • Drawdown or Reimbursement Requests

Coordinates shared drive folder access.

Complete sub-recipient agreements if applicable

Monthly Reimbursement Invoices

The ORSP grant coordinator prepares monthly cost reimbursement invoices to identify award activity expenditures for the PI’s approval per the award requirements. The grant reimbursement request is sent to the appropriate awarding agency for reimbursement within 30 days after the close of the accounting month. Once the reimbursement is received, the grant coordinator prepares the GL journal to record the receipt of funds to the appropriate grant cost center.

General Ledger Journals

  • Records reimbursements (12116) for cost reimbursement awards
  • Record A&F (Indirect) cost per terms of the award agreement
  • Encumbrance & Encumbrance Reversals

Coordinate the payment of scholarships

  • Request an item type creation
  • Verify scholarship recipients and amounts
  • Provide recipient list to Financial Aid, after receiving the Project Director’s approval.
  • Verify that student scholarship disbursements are accurate
  • Work with Financial Aid to resolve any errors.

Reviews all grant-related transactions

Reviews all grant-related financial activity to ensure transactions are completed in accordance with generally accepted accounting principles, federal, state, university, and administered according to the terms and conditions of the grant agreement. Identify any unallowable expenses that were erroneously applied to the grant then work with the department to resolve unallowable expenses.

Time and Effort Certification

The grant coordinator prepares certifications according to UHV Time and Effort Certification procedures.