Grant Funding Process | Pepperdine University | Pepperdine Community

Grant Funding Process

Pre-Award

Identify external funders and funding opportunities

Administration, faculty, or staff contacts CFR to find funding for a program or project.  Once a funding need has been identified, CFR researches and finds funders and grant opportunities that align with that specific need.  CFR may also send funding opportunities or requests for proposals (RFPs) that we think faculty might be interested in.

CFR serves as your and the University's point of contact for all communications with corporations and foundations.  This ensures that the University is aware of and approves of all the various projects.  It also maintains an accurate database for tracking and reporting purposes.  Therefore, all requests for private external funding must be routed through CFR.

Craft proposal narrative and budget

CFR works closely with the project director to craft a well-written, competitive proposal; you will always be the expert on what information is presented, but often, we can help strengthen your proposal in framing your approach and content organization. In addition, CFR assists with:

  • Proofreading, editing, and providing feedback on drafts
  • Budget preparation and ensuring proper University rates (e.g., fringe benefits, travel, indirect costs, etc.)
  • Obtaining institutional information often required for submission such as financial statements, organization budget, student data, etc.
  • Providing examples of successful proposals that have received funding
  • Connecting people on campus to others who may serve as a helpful resource

Obtain institutional authorization

Requests for external funding must be reviewed and approved by the following prior to submission:

  1. Project Director
  2. Budget Manager
  3. Division/Department Chair
  4. Dean/Director
  5. Provost/Vice Provost
  6. SVP, Advancement and Public Affairs
  7. Director, Corporate and Foundation Relations

Proposals/LOIs must be submitted to CFR five (5) days prior to the submission deadline in order to give signatories sufficient time to review.  Signatures for institutional authorization are obtained through eSign.  Depending on the type of project, requests may also require the approval of Human Resources and/or the Institutional Review Board.

Submit proposal/LOI

CFR works with you to ensure that your proposal/LOI is submitted on time, prior to the deadline, and that all submission components and requirements have been met.

Post-Award

Welcome to your grant

If needed, CFR conducts a "Welcome to Your Grant" workshop to give you an overview of:
  • Roles and responsibilities as project director
  • Fiscal management
  • Preparation guidance on reporting and project closeout

Award acceptance and grant account

The project director is responsible for the overall management of the grant; however, grant funding is awarded to Pepperdine University.  Therefore University procedures must be followed.  Formal acceptance of the grant is obtained through the Award Acceptance Form and the signature process outlined above. The Award Acceptance Form contains:

  • Accounting chartfields
  • Grant account restrictions
  • Reporting requirements
  • Additional obligations and/or restrictions

CFR coordinates with General Accounting to set up a University grant account for depositing and disbursing the funds.

Monitor grant progress

Throughout the grant period, CFR monitors progress on the grant, ensuring that the project director is timely and appropriately expending grant funds and carrying out the activities funded by the grant.

Submit reports and provide stewardship

CFR works with you to timely submit reports to the funding organization, and we serve as the primary point of contact between you and the foundation/corporation. CFR works to ensure that we are sharing the progress of your grant with the funding organization and communicating/requesting any deviations of the proposed workplan or budget.

Close-out

Once the grant funds have been fully expended and, when required, the final report has been submitted to the funder, the Grant Completion Checklist will be sent (through eSign) to the project director for completion. General Accounting may then close-out the grant account.

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