Internal and External Award Management

When a grant or contract is awarded, the project can officially begin after the principal investigator or project director meets with SPREE to discuss the various components that make up the award, including

  • Expectations and responsibilities of the PI/PD and SPREE

  • Award start and end dates

  • Approved award budget

  • Research compliance requirements

  • Account set-up and budget management (e.g., Pcard/OOP, purchasing practices, personnel management) 

  • IT purchases (if applicable)

  • Contract management 

  • Time and effort

  • Reporting requirements

  • Sponsor recognition or publication requirements

  • Closeout and audit

Award Management Forms and Templates

Below you will find institutional forms that are required for award management, as well as templates for use with contractors. 

St. Kate’s Frequently Requested Information
Common information required for grant applications, as well as other institutional information 

St. Kate’s W-9
Frequently, a funder will need a copy of St. Kate's W-9 to certify our Taxpayer Identification Number (TIN)

Check Request
Use for reimbursement for a purchase made

IT Request Form
Prior approval is needed before purchasing IT equipment or services. Use this form when requesting to purchase IT hardware, software, or other IT services. 

Metered Mail Slips
Use to mail items with the St. Kate’s post office in order to charge expenses to grant/department funds

Participant Incentives Log
Use to track participant incentives for research participants. Review the University’s Participant Incentive Policy for details and requirements. 

Participant Incentives Request Form
Submit this form to request the distribution of participant incentives

Pcard and Out-of-Pocket (OOP) Application Form
Application to request a university Pcard or the set up of an Out-of-Pocket account with Wells Fargo 

Purchase Requisition
Use to purchase major equipment/supplies via the Purchasing Department

Request for Transfer of Funds Form
Use when an erroneous charge has been placed on an account to transfer the charge to the correct fund-org. At the bottom of the form, you will need to justify the error in detail and describe how you will prevent this from happening in the future. 

Sales Tax Refund Instructions
Instructions on how to waive sales tax charges if purchasing online. 

St. Kate’s MN Certificate of Exemption
To avoid paying sales tax as a nonprofit organization, use this form at the time of purchase. If you are purchasing online, review the Sales Tax Refund Instructions.

Transcription Services
A list of on-campus and off-campus resources for transcription work. 

Vendor ACH
Automatic deposit authorization form to pay vendors directly into their banking account. 

Vendor/Consultant W-9 Form
This is a mandatory form for payment to vendors. Please include with all forms for vendor payment requests. This form asks for the Taxpayer Identification Number (TIN) and Certification from a Vendor or Consultant.

Carlson Wagonlit Travel
Use Carlson Wagonlit Travel to book all grant-funded travel, including hotel, lodging, flights, and car rental. Contact Purchasing (purchasing@stkate.edu) to set up a profile.

Mileage Report
Use this form to document grant-funded mileage reimbursement 

Travel Expense Report (International)
Use this form to document grant-funded international travel. Use the foreign currency of the location you traveled to. 

Consultant Agreement Template
Use this form when contracting with an external consultant. This form should be reviewed and approved by the SPREE office prior to enforcement of the contract.

Consultant Form
Use to pay a consultant for grant-related work (not employed by St. Kate’s).

Consultant vs. Subaward vs. Vendor Checklist
Use to determine what type of relationship is most appropriate when working with an individual, company, or organization (not a St. Kate’s employee)

Subaward Agreement Template
This form is used when St. Kate’s is the lead organization on a grant award. 

Additional Faculty or Staff Payment
Use to pay St. Kate’s faculty/staff for grant work

Employment and Recruitment Resources
See HR’s website for recruiting and hiring requirements. 

Personnel Action Form
Use to inform HR about a number of personnel actions, such as new hire and rehire