# Post Award
**Source**: https://www.hbku.edu.qa/en/research/sro/post-award
**Parent**: https://www.hbku.edu.qa/en/research/sro
#### Roles and Responsibilities
The post-award team provides comprehensive post-award administrative services to HBKU’s academic community, who have successfully received external funded research grants. The day to day management of the projects includes:
- Managing, facilitating, monitoring and providing support to all researchers and faculty
members on all sponsored research projects for the duration of the award
- Communicating with partners and sponsors for all sponsor funded projects
- Managing all the finances related to sponsored projects in coordination with related
departments at HBKU
- Verifying eligibility and availability of funds for all hiring requests on sponsored
research projects in compliance with research agreements
- Facilitating procurement related sponsored projects in coordination with the related
departments at HBKU
- Preparing and submitting financial reports
- Monitoring reports and ensuring compliance with sponsor’s policies and grants’ projects
specific terms and conditions
- Ensure compliance with QF, HBKU and sponsors policies and procedures
- Follow up with LPIs to report research outcomes and deliverables
- Ensure proper closure of sponsored research projects
- Assistance with and processing of budget requests
- Report reviews and submittal to sponsors
- Award management support to participating Colleges and Research Institutes
## Setting up an Award
### Ethical Compliance
###### Conflict of interest letter
Docx
48.31 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SRO-K-001-%20Conflict%20of%20Interest%20Form.docx)
###### Confidentiality Declaration
Docx
49.16 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SRO-K-002-%20Confidentiality%20Form%20.docx)
### Contracts and Legal Agreements
###### Award Internal Acceptance Letter
PDF
228.94 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SRO-B-002-%20Award%20Internal%20Acceptance%20Form.pdf)
## Award Management
## Hiring on Sponsored Projects
###### Procedures and Guidelines
###### NEW! Graduate Student Employment Under Sponsored Research Grants
PDF
114.1 kB
[Download](https://www.hbku.edu.qa/sites/default/files/graduate_student_employment_under_sponsored_research-may2022_1.pdf)
###### Hiring Procedure on External Grant
PDF
480.17 KB
[Download](https://www.hbku.edu.qa/sites/default/files/program-files/unesco_agreement.pdf)
###### Forms and Templates Required forms for New hiring requests
###### Internal Hiring Request
PDF
182.7 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SRO-C-001-%20Internal%20Hiring%20Request%20Form-%20Nov%202020.pdf)
###### Graduate Student Sponsored Research Agreement
PDF
297.92 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SRO-C-009-%20Graduate%20Student%20Sponsored%20Research%20Agreement_FINAL.pdf)
###### QF Students payment form
xlsx
210.23 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/QF%20Form-Student%20Payments.xlsx)
###### Required Forms for Renewal/ Extension Request: Please submit at least 3 months before the end of contracts.
###### Renewal/Extension - Internal hiring form
PDF
156.99 KB
[Download](https://hbkuedu-my.sharepoint.com/personal/bpal_hbku_edu_qa/_layouts/15/onedrive.aspx?id=%2Fpersonal%2Fbpal%5Fhbku%5Fedu%5Fqa%2FDocuments%2FSRO%2FPost%20award%20pdf%2FHiring%20forms%2FSRO%2DC%2D015%2D%20Renewal%20Extention%2D%20Internal%20Hiring%20Request%20Form%20%2Epdf&parent=%2Fpersonal%2Fbpal%5Fhbku%5Fedu%5Fqa%2FDocuments%2FSRO%2FPost%20award%20pdf%2FHiring%20forms&ga=1)
## Travel on Sponsored Projects
###### Procedures and Guidelines
###### Travel Procedure on External Research Grants
PDF
250.18 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/Travel%20Procedure%20on%20External%20Research%20Grants.pdf)
###### Travel Process
PDF
5.14 MB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/updated_travel_process_-_sponsored_research_office.pdf)
###### Forms and Templates:
###### Authorization to Travel on Sponsored Project
xlsx
96.51 KB
[Download](https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Ftest-hbku.pantheonsite.io%2F%2Fsites%2Fdefault%2Ffiles%2Fsro-qms-pos-for38-_authorization_to_travel_on_sponsored_projects-_final.xlsx&wdOrigin=BROWSELINK)
###### Reimbursement expense form
xlsx
[Download](https://hbkuedu-my.sharepoint.com/:x:/g/personal/bpal_hbku_edu_qa/EV8wbNrRvbRJmWCeAdXeoh4BEiDLWSKL1voAG4QKle-zmQ?e=PBrfWZ)
## Procurement on Sponsored Projects
For any Material Requisition (MR) and Blanket Purchase (BPA) requests:
###### Procedures and Guidelines:
###### Procurement Procedure on External Research Grants
[Download](#)
###### Forms and templates:
###### MR Form
xlsx
48.37 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/sro-e-002_-_mr_on_sponsored_research_project.xlsx)
###### BPA Form
xlsx
[Download](https://hbkuedu-my.sharepoint.com/:x:/g/personal/bpal_hbku_edu_qa/EQ-dRcz3CsZNtuJs3eMqzg8BpStUYm-6Xvt5NEhy1H1VuA?e=96reKl)
###### QF Scope of Work
docx
34.85 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SCOPE%20OF%20WORK%20%28Sample%20Format%29.docx)
###### Single Source Justification (SSJ)
docx
623.77 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SINGLE%20SOURCE%20REQUEST%20FORM.docx)
###### Material Requisition on Sponsored Research Form
xlsx
72.87 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/sro-qms-pos-for31-_mr_on_sponsored_research_project-001.xlsx)
###### Material Requisition on Sponsored Research Form - CoreLabs
xlsx
72.76 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/sro-qms-pos-for32-_mr_on_sponsored_research_project-corelabs_and_others.xlsx)
## Change Request
For any changes to be made to the project such as budget, adding PIs etc.
###### Required Forms for Change Request (CR):
###### Amendment-Change Request-HBKU
xlsx
[Download](https://hbkuedu-my.sharepoint.com/:x:/r/personal/bpal_hbku_edu_qa/Documents/SRO/Post%20award%20pdf/Change%20Request%20form/Amendment-Change%20Request-HBKU.xlsx?d=wdb405e9ee73a4d6b919219a01fd5278d&csf=1&web=1&e=Ci9JVE)
###### Amendment-Change Request- Collobrator
xlsx
[Download](https://hbkuedu-my.sharepoint.com/:x:/r/personal/bpal_hbku_edu_qa/Documents/SRO/Post%20award%20pdf/Change%20Request%20form/Amendment-Change%20Request-%20Collobrator.xlsx?d=w42582a63ce904f9da3443efc13a23835&csf=1&web=1&e=BCqgfU)
###### No objection letter for changing current LPI
docx
[Download](https://hbkuedu-my.sharepoint.com/:w:/r/personal/bpal_hbku_edu_qa/Documents/SRO/Post%20award%20pdf/Change%20Request%20form/No%20Objection%20Letter%20from%20current%20LPI%20and%20Dean__ED-%20SRO%202022.docx?d=wfa0a3a8511b547bf9cbb4ba92878be77&csf=1&web=1&e=j0jg8T)
## Finance and Accounting
For processing of invoices:
###### Required Forms for Invoicing:
###### Payment Request Form
xlsx
[Download](https://hbkuedu-my.sharepoint.com/:x:/g/personal/bpal_hbku_edu_qa/Ebgc8oyNrjFGpWtAQqKTQugBTCPjfBloB9qPJlVX9KSLBA?e=vOTCth)
###### Timesheet Template
xlsx
[Download](https://hbkuedu-my.sharepoint.com/:x:/g/personal/bpal_hbku_edu_qa/EZz3igwEbutGjRQ-AfcD7oMB1qkyaXvOWHFs816R6lYdYg?e=jRSOE6)
###### Work Completion Certificate (WCC) Form
xlsx
[Download](https://hbkuedu-my.sharepoint.com/:x:/g/personal/bpal_hbku_edu_qa/EfM-yysyIShOkYy8BQ0VXaUBWQXLHQMtC4SQnE7aMyCDTA?e=6jhiAO)
###### Reconciliation form
PDF
260.61 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SRO-F-%20012-Award%20Reconciliation%20Checklist%20.pdf)
## Post-Award Procedures
###### Required Forms for Invoicing:
###### Post-Award Management Procedure
PDF
762.74 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/Post-Award%20Management%20Procedure.pdf)
## Technical Report
###### Technical Report
PDF
215.33 KB
[Download](https://www.hbku.edu.qa/sites/default/files/technical-report-post-award-guidelines.pdf)
## Closing out an Award
## Required Forms for Closing Projects:
###### Award Close-Out Checklist
PDF
319.84 KB
[Download](https://www.hbku.edu.qa/sites/default/files/html_static/SRO-J-%20001-Award%20Closeout%20Checklist.pdf)
###### Close-Out Letter
docx
[Download](https://hbkuedu-my.sharepoint.com/:w:/g/personal/bpal_hbku_edu_qa/EVl_bb1aT0ZEl0u1_Xf6u6UB8HJ107h_pScZjmXgSHGi0Q?e=qb2whI)