a proposal has been approved by a sponsor for support, ORS will
usually receive notice that an award has been made or a contract
is being prepared. If the PI receives such a notice, s/he must
contact ORS immediately to insure that ORS has also received the
notice. ORS cannot administratively initiate the project without
formal sponsor notification. Many
award instruments are received which require both sponsor and
University signatures (bilateral agreement) before they become
Investigators are not authorized to sign award documents on behalf
of the University.
an award document is received which requires University signature
in order to be effective, it is the responsibility of ORS to return
signed copies to the sponsor. Upon receipt of the fully executed
documents, ORS will process the award. On occasion, a sponsor
may award support for an investigator without a formal proposal
being submitted through the University. In such cases, formal approval of the project
as described in University
Review of Proposals
, must be completed prior to ORS's acceptance of the award.
Most notices of award address these points:
- Period of Performance.
These dates may not coincide with the dates of the total
- Name of the Principal
individual is responsible for conducting the project in accordance
with University policies and sponsor requirements.
- Dollars Committed and/or
all project funds may be released at the beginning of the project
but may be obligated incrementally.
The sponsor is under no legal obligation to pay dollars
not yet obligated.
- Future Year Commitments.
These funds are contingent
on their availability and on satisfactory progress on the project.
Use these amounts for planning purposes.
- Cost Sharing. If the sponsor requires the University to
contribute its own resources to the project, it usually specifies
those requirements in the award notice. Accounting and reporting
on these costs is a formal requirement for the University.
- Accounting and Reporting Obligations. Virtually all awards require technical
and financial reports. Most awards require patent and property
- Deliverables. Under some contracts, the University must
deliver specified work products to the sponsor.
- Payment to University.
Awards specify how the University will be funded or reimbursed by the sponsor.
- Special Terms and Conditions.
The award may have additional terms and conditions which may
specify such things as key personnel, limitations on availability
or use of funds, need for prior approvals and similar additional
oversight by the awarding agency. It is critical to understand these restrictions
before incurring costs. Both the PI and the responsible BA must
take note of these requirements in addition to reading all referenced
documents within the award notice.
an award has been received and accepted, ORS will establish an
account fund number and prepare an Account Information Sheet (AIS)
which summarizes accounting information and highlights special
terms and conditions of the award. A
copy of the AIS and the award document is distributed to the business
administrator who is responsible for providing a copy to the principal
investigator. It is the principal investigator's responsibility
to become familiar with the requirements and restrictions of the
project by referring to the AIS and the attached award documentation.
If there are any questions, contact
ORS for guidance.
AIS contains the BEN Financials account number that has been uniquely
assigned to this project. All project expenses will be charged
to this account number.
an account has been established as evidenced by
an AIS, the department/school business office must enter
a detailed budget for the account in BEN Financials.
with the preparation of the budget, the payroll management system
should be updated for each University employee to be paid on the
project. For establishment and hiring for new positions, contact
the departmental/school business office or the Office of Human
awards are made on a "cost-reimbursable" basis and the
University is reimbursed for actual expense incurred, usually
on a monthly basis, by billing the sponsor or by drawing against
a sponsor's letter of credit account. Some awards, usually from private sponsors, are
funded by a payment schedule which typically includes some advance
the principal investigator receive a sponsor check, he/she should
take it to his/her business office which will forward it immediately
to ORS along with identifying information for deposit to the project
account. Sponsored project payments should not be processed
on a Cashier's Cash Memorandum (D-Slip).
may be a legitimate need to start
a project prior to the receipt of formal notification of an award
from a sponsor. In this situation, an account number may be requested
from ORS prior to the formal notification by completing an Advance Account
Request form, with the indicated approvals. An advance account number is then established
by ORS and an AIS is issued. A detailed budget for the amount of the advance
account should be entered in BEN Financials. When the formal award is received a revised AIS
will be issued. If for
any reason an award is not received, or if sponsor conditions
preclude pre-award-date expenses, the department/school is responsible
for any unreimbursed expenditures.
existing award may be supplemented with additional funds during
its performance period. Notification
to the PI and BA will occur through an
AIS from ORS.