Post-Award Instructions
The following information includes the steps that must be taken before funds will be released, rules regarding budgets and expenditures, instructions for preparing the final grant report, and closing procedures.
Setting Up Your Award
RRF grants awarded after June 2026 will no longer be set up in SAGE Central.
- Complete, sign, and submit an RRF Grant Contract to show that you and your department accept the grant terms and guidelines, including non-overlap of other funding and non-fiscal compliance. Send this to rrfprop@uw.edu.
- The Office of Research will set up a stand-alone grant number for this award. Please provide grant security hierarchy, balancing unit and cost center numbers (GRH, BU and CC) for your department. We will prepare a Journal Entry in Workday to transfer funds into the grant. RRF Scholars should follow these instructions for the part of their project that may begin before their teaching release quarter. Scholar salary replacement budget steps can be found here. If your budget includes a subcontract, this should be set up through procurement rather than OSP; contact the appropriate fiscal staff in your department/college for assistance.
- Once your award is set up, monitor your spending via聽Workday R1300.
During the Award Period
Follow RRF Budget Guidelines. To help teams manage RRF awards, Grant & Contract Accounting has set up a dedicated .
For both extension and rebudgeting requests, create a Modification Request (OSP/GCA) in SAGE Central. RRF awards don鈥檛 have a Sponsor Modification Number, so you may ignore that field.
Extension Requests
- Attach an Extension Request form. On this form, the answer to Question 7 should be No.
- Disclose and justify any current deviations from your approved project activities and/or budget.
- Attach documentation that your compliance approvals (IRB, IACUC) are up to date and will remain in effect throughout the extended award period.
Rebudgeting Requests. The following require the prior approval of the RRF staff:
- Significant change in the research plan or expenses not listed in the approved budget.
- Rebudgeting of the faculty salary category.
- Budget shifts between approved items that exceed 25% of the total award amount.
Upon Completion of the Award Period
Final Report. A final report should be submitted to rrfprop@uw.edu no later than six weeks after the award budget end date. The summary should be confined to three (3) pages and include the following:
- The work accomplished.
- The impact of the award.
- Further funding or proposals that have resulted from this work.
- Any publications that have resulted or are expected. Funding from the RRF should be acknowledged in publications, and reprints should be submitted to the Office of Research.
- If spending closely matched your approved budget, please confirm this. Otherwise, you will need to justify or explain:
- Any spending not listed in the approved budget.
- Any budget shifts between approved items that exceed 25% of the total award amount.
Closing. When the Office of Research has reviewed and approved your final report and summary of expenditures, we will ask GCA to close out your budget. Any unspent funds will be returned to the RRF. All unapproved expenses and over-expenditures are the responsibility of the PI and the PI鈥檚 department.
Waiting Period for Reapplication. A PI who has received an RRF award is eligible to reapply as PI two years after the previous award budget has ended and the final report has been submitted.
Continue Your RRF Involvement
As an award recipient, you may be contacted by new applicants who wish to review examples of previously funded proposals to aid them in preparing their submissions. We encourage you to support your peers in their research endeavors.
We expect awardees to support the RRF program in future rounds by serving as a peer reviewer and by serving on the RRF review committee.
The Office of Research welcomes any comments on the RRF program or ways in which it could be improved. Please contact Karen Luetjen, 206-616-9089.