Grant and contract processing


Pre-award grant processing

All Extension proposals should be routed through the Extension Fiscal Office. MU Extension units with internal grant fiscal contacts should initiate proposal processing through their fiscal contact; other units should work directly with Chris Marston, our primary contact with the MU Office of Sponsored Programs Administration (OSPA).

As early as possible at the beginning of the proposal process, faculty and staff preparing submissions should contact Chris Marston to ensure that proposals meet the required guidelines and policies of the sponsor, as well as federal, state and University regulations. Chris can also facilitate parties interested in working together and assist with budget preparation.

Chris will maintain a log of all agreements, and will track their progress through the process.

Proposals should be submitted to Chris at least seven (7) business days before the due date to allow time for processing and review by Extension and OSPA. In cases where following the seven-day timetable is not possible, early communication will make processing easier.

All Extension proposals must be forwarded through Chris Marston for review and approval from Callie Glascock.  Additionally, a Proposal Signature Routing Sheet (PSRS) must be approved by the principal investigator, and the Extension program or continuing education director.


Any documents shared with a sponsor must be entered into Peoplesoft and routed through Chris Marston to OSPA. Although staff should not negotiate with sponsors, it may be necessary to communicate directly with sponsoring agencies in the pre-proposal and proposal stages.

Research/instruction grants

Research or instruction grants that are not extension programs but have extension staff either paid directly from the grant or have cost sharing must be forwarded to Chris Marston for appropriate extension approval. A completed copy of the grant proposal is needed for the proposal routing sheet to be approved. The routing sheet must be approved by the PI and the department chair or unit leader.


Generally, all contracts should be forwarded to Chris Marston for appropriate processing by either OSPA or MU Business Services. The only exception is for continuing education units: Speaker agreements in University-approved format and hotel agreements may be forwarded directly to Business Services.


Routing sheets for Extension grants and contracts must be approved by Callie Glascock.

OSPA or Business Services will obtain signatures from an authorized designee of the University. Extension faculty and staff may not sign on behalf of the University.

Post-award grant management

Carol Heffner is responsible for the fiscal oversight on all Extension grant awards.  When a new award is received, Carol will review it to ensure the new award budget and other data elements accurately reflect the terms and conditions of the award document.  If there are any funding restrictions, they will be communicated to the PI and project fiscal staff.  Carol will also work with PIs and unit fiscal contacts to make sure direct grant funding for salaries and/or cost share are set up correctly.

Throughout the life of the grant, Carol is responsible for tracking cost share to make sure our sponsor requirements are met.  She will work the appropriate unit fiscal staff to make any necessary adjustments.  Carol also tracks grant summary data and expenditures, reports grant data and participates in grant close-out activities.

Carol will serve as the primary contact between Extension and OSPA on invoicing, financial reporting, and any other post-award issues that arise throughout the life of the award.  When a project is ready for closeout She will assist OSPA in confirming final costs and verify that our cost share requirements have been met.

Effort Verification Reporting is also a post-award responsibility.  Carol will distribute the EVRs to the appropriate individual with a deadline to certify them.  Either the employee or someone with firsthand knowledge of the employees’ effort should certify the EVR.

Carol is also responsible for reviewing and obtaining proper Extension Fiscal approvals before sending Over 60 Day payroll correcting entries to OSPA.  Her review process will include verifying the chartfields/MoCodes that are affected by the PCE, as well as ensuring the PCE’s justification is complete.  If a PCE affects a pay period where effort has already been certified through the EVR process Carol will work with the employee in order to recertify their effort on a revised EVR.