Managing your Awards
The COEHS Research Team is committed to provide timely and accurate assistance to our Primary Investigators (PIs) with external awards, external sponsors and other University personnel. We assist people in exercising good fiscal management practices for the administration of externally funded sponsored programs. Our support starts from the establishment of the award to close out. We provide expertise to interpret guidelines and promote compliance with sponsor and university policy.
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 if you funding is internal or external is to look at your index number. If it says 356XXX then you will use the forms below and send all questions to coeresearch@unm.edu. If the index number is any other number contact FSScoe@unm.edu and use the form in the COEHS’s intranet.
Post award Open Meetings
3rd Wednesday of every month from 11:30 am to 12:30 pm via https://unm.zoom.us/j/92467983647
Post Award Toolkit
Click on the boxes below to learn more about our services and find electronic forms to request services. To ensure speedy support, please completely fill in the forms with required attachments.
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
Human Resource Requests (summer research, hiring, course buyouts, etc.)
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
- Gift Card Policies
- 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.
- https://forms.unm.edu/forms/faculty_staff_student_paymentrequest Be sure to choose “faculty” to submit a course buyout.
- We always have drop in hours on the 3rd Wednesday of every month from 11:30 am to 12:30 pm at https://unm.zoom.us/j/92467983647
- You can always request a post award meeting as well: Request Post Award Grant Meeting
- 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
- This form will flow to the ADR for approval and then on to shared fiscal services for processing. Use it for all purchasing, reimbursements, student hires, and anything having to do with using research startup funds.
- https://forms.unm.edu/forms/request_use_of_research_startup
- Use this form to help meet funding request for progress reports or closing reports
- https://forms.unm.edu/forms/finance_information_request_for_progress_reports_and_closing_reports
- 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
- https://forms.unm.edu/forms/non_coehs_pi_personnel_effort
- Use this form to complete your annual report: https://forms.unm.edu/forms/annual_report_on_coehs_centers_and_institutes
- Use this form to propose a new Category I or II center: coming in December
- Use this form to submit a revitalization report for an existing Category I or II center: coming in December
- 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
- Use this form to request a no-cost extension: https://forms.unm.edu/forms/request_for_a_no_cost_extension
- Please send the spreadsheet below to cdavis2@unm.edu and bfragua@unm.edu
- COEHS RST Labor Redistribution Change
- Coming in 2024!
- TBA
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.
Other Helpful Links
- IRB
- Research Integrity and Compliance
- Office of Institutional Analytics
- UNM Administrative Polices and Procedures Manual
- Faculty Handbook
- Office of the Vice President for Research
- Grant Reconciliation 101
- UNM Policy Office
- Standard Accounting Resource Manual
- Contract & Grant Accounting
- Unrestricted Accounting
- Office of Graduate Studies
- Student Employment
- Purchasing
- Office of Academic Personnel
