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, and if the index is any other number contact

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:

Use For

  • Prior Approval for Travel
  • Travel Requests (accommodations paid by UNM)
  • Travel reimbursement
    • Forms
      • Prior Approval for Travel email (Req’d)

Use For

  • Prior purchasing approvals for out of pocket expenses
  • Purchasing Goods
  • Paying for professional services (Consultants)
  • Event Support Request
  • Purchasing reimbursement
    • Forms
      • Prior Approval Form out of pocket expenses (Req’d)

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
  • To ensure the department is getting the money for your course buyout, please complete this form in the semester BEFORE you use your course buyout.
  • This form will flow to your department chair, so be sure they are aware before completing the form.
  • Be sure to choose “faculty” to submit a course buyout.
  • We can set up monthly index reports to come straight to your email! Remember the month closes on the seventh of the following month (November closes on December 7th)
  • Request Monthly Fiscal Reports
  • This forms should be used by all staff hired on external funds. It allows the PI to approve the leave while also notifying the post award team of the leave (it makes processing timesheets much easier!)
  • Staff Leave Requests
  • Often we collaborate across the university on funded work, but this does not appear in the COEHS accounts. This makes it hard for us to support you getting summer research money or courses buyouts.
  • Use this form to let us know you are funded from another non-COEHS index
  • To help plan monthly activities across an academic year, use the COEHS Monthly Planning (the link from ‘other forms’ currently)
  • Having trouble with your effort certification, use this job aid to get it done (link from the ‘Other Forms’ currently)
  • This process is changing, so we will update this area when the changes are complete
  • Coming in 2024!

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


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


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

Request monthly UNM My reports

Coming August 2023


Coming November 2023

Staff Leave Request

Coming August 2023

Click to request
proposal support

How do I submit an Early Alert?

Contact Us

For general inquiries, please email us at

Carolyn Hushman, Ph.D.
Associate Dean for Research and Distance Education

Denise Wallen, Ph.D.
Research Officer
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Christine Marquez, M.A.
Faculty Research Support Officer
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Brianna Fragua
Program Specialist
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Crystal Davis
Sr. Program Manager
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Connect with Us
College of Education & Human Sciences

MSC 05 3041
1 University of New Mexico
Albuquerque, NM87131