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Financial Requirements

What is an AOR?

The AOR (Authorized Organizational Representative) is an individual who has signature authority and permission to commit the organization/university/agency for its time. This individual is usually found in departments like sponsored projects, grant account, or contracts and grants. Producer Grants do not go through an institution so the producer’s signature is all that is needed.

One aspect of successfully implementing a SARE grant involves managing the financial requirements of the grant. There are times when changes need to be made to the grant in order to successfully complete a project and fulfill the grant requirements. Once a grant project ends, there are steps that need to be taken to successfully close out the grant.

Southern SARE provides guidelines for managing the financial requirements of a grant. The following are some common categories that Principal Investigators may have to make changes to regarding their grant project. Guidelines are also available for project expense reimbursement and closing out a grant project.

Changing the Principal Investigator (PI)

Sometimes changing the principal investigator on a grant project or model state plan, or reassigning a state ag coordinator is required.

Changing a Graduate Student (For Graduate Student Grants)

If the awarded graduate student is unable to complete the grant project, a new graduate student must be identified.

Changing the Project Scope or Objectives

Sometimes aspects of a grant project change and an adjustment to the project scope or objectives is required.

Modifying or Revising Project Budgets

Sometimes grant project require a modification to the budget.

Changing or Adding Subawards

In some instances, adding a new subaward to a grant project, or making changes to an existing subaward are needed.

Filing a No-Cost Extension

A no-cost extension may be requested if your project activities have not been completed by the project end date, and you still have money in the project account.

Purchasing Equipment Over $5,000

Per USDA guidelines, project materials of over $5,000 are considered equipment. Some grant programs allow for the purchase of equipment, but a justification is required.

Getting Reimbursed for Allowable Expenses

Allowable expenses can be reimbursed as of the start date of the grant award, but invoices cannot be submitted and processed for reimbursement until the grant contract is fully executed.

Closing Out Your Project

Once your grant project comes to an end, there are guidelines to be followed to close out your grant project.