Post-Award Toolkit
The post-award team is committed to supporting the COEHS research community with professional expertise and quality customer service in the management of externally funded projects. In supporting COEHS staff and faculty engaged in sponsored research activity, we strive to ensure transparency and compliance with all stakeholders.
We often are asked what is the difference between the research support team (RST) and the fiscal shared services (FSS), and the answer is the source of the funding. The easiest way to tell is to look at your index number. If it says 356XXX then you will send your requests to coeresearch@unm.edu, and if the index is any other number contact FSScoe@unm.edu.
Here are a few things we can help you with regarding managing your award. Click the option to find the link or to learn more:
- Travel Requests
- Purchasing Requests
- HR Requests
- Scholarship Requests
- Gift Card Forms
- Request Post Award Grant Meeting
- Request Monthly Fiscal Reports
- Subawards: Coming in November
- Staff Leave Requests
- Using your Course buyouts: Coming in September
https://forms.unm.edu/forms/coehsresearchoffice_travel
Use For
- Prior Approval for Travel
- Travel Requests (accommodations paid by UNM)
- Travel reimbursement
- Forms
- Prior Approval for Travel email (Req’d)
- Forms
https://forms.unm.edu/forms/coehsresearchoffice_purchases
Use For
- Prior purchasing approvals for out of pocket expenses
- Purchasing Goods
- Paying for professional services (Consultants)
- Forms
- Event Support Request
- Purchasing reimbursement
- Forms
- Prior Approval Form out of pocket expenses (Req’d)
- Forms
https://forms.unm.edu/forms/faculty_staff_student_paymentrequest
Use for
- Faculty Requests
- New Faculty Hire
- Non Standard Payment
- Summer Research
- Course Buyout
- Staff Requests
- New Staff Hire
- Staff FTE Change
- Staff Salary Redistribution
- End Staff appointment
- Graduate Students Requests
- New Assistantship
- Extend Assistantship
- Terminate Assistantship
- Undergraduate Requests
- New Undergraduate hire
- Undergraduate extension
- Undergraduate termination
https://forms.unm.edu/forms/coehs_scholarship_request_form
Use for
- Undergraduate Scholarships
- Forms
- Forms
- Graduate Scholarships
- Forms
- Forms
- Participant Gift Card Pickup/Return
- Gift card participant acknowledgement of receipt
- Gift Card Log
- COEHS Monthly Planning
- Effort Certification Job Aid
- Video aid - Coming august 2023
Expected Transaction Times
Transaction Type | Submit to COEHS Post Award by | Transaction will be Entered within | Estimated time to payment from transaction entered date |
|---|---|---|---|
Purchasing Goods Request | 14 days prior to needed date | 3-5 Business Days | 7-10 business days |
Purchasing Travel with UNM P-card | 30 days prior to travel | 7-10 business days | Reservations will be available immediately upon payment by post award |
Event Request | 30 days prior to event date | 7-10 business days | Event will be available by final payment date |
Reimbursements for goods | Max 80 days after purchase | 7-10 business days | 14 days after Post award enters transaction |
Travel reimbursement | Max 80 days after return date | 7-10 business days | 14 days after Post award enters transaction |
Scholarships | 60 days prior to payment | 7-10 Business days | 4-8 weeks after entered by Post award |
Faculty Non Standard Payments | 60 days prior | 7-10 business days | Last day of month if entered by the 15 th, last day of the following month if entered later |
Course Buyout | 30 days prior to semester | 7-10 business days | N/A |
Graduate Assistantship Contracts | 30 Days prior to start date | 7-10 business days | 20 days after submission by post award |
All New Hires | 90 days prior to start | Depends on employment type | Depends on employment type |
Termination Request | 30 days prior to end date | 3-5 business days aligning to employment area policies and procedures | End Date |
*****June/July is peak times for post award. Please be aware that delays may occur due to high volume of closeouts and new awards.
Post award Open Meetings
- 3rd Wednesday of every month from 11:30 am to 12:30 pm
Request monthly UNM My reports
Coming August 2023
Subawards
Coming November 2023
Staff Leave Request
Coming August 2023
Microsoft Teams: 