Congratulations on your new award! When a proposal has been approved by a sponsor for support, ORA will usually receive notice that an award has been made or a contract is being prepared. If you, the PI, receive this notice, you must contact ORA immediately to ensure that ORA has also received the notice. ORA cannot administratively initiate the project without formal sponsor notification. Many award instruments are received which require both sponsor and University signatures before they become effective. Principal Investigators are not authorized to sign award documents on behalf of the University.
When an award document is received which requires University signature in order to be effective, it is the responsibility of ORA to return signed copies to the sponsor. Upon receipt of the fully executed documents, ORA will process the award.
After the notice of award has been received, your ORA post award administrator will request a fund number. The post award administrator will then route the award through ORA for fund setup. When the fund starts to be routed for setup, the ORA post award administrator will notify the PI and the departmental administrator, if applicable. This e-mail will contain the research fund number, a copy of the award documents, the COEUS award notice (which is a summary of key information found in the sponsor award documents) and the award budget. Normally, a fund will be setup within 3-4 business days after it has started to route.
Once the fund has been setup for use, expenses can start being allocated to the project. If your project allows for pre-award costs or expenditures have occurred while waiting for fund setup, a Cost Transfer Form can be completed to move non-personnel expenses onto the research fund. It is also now time to complete the paperwork in order to start charging personnel to the research project. The following are useful links to use when trying to get expenditures charged to your award. If the expense or salary that you are trying to transfer onto the grant is greater than 90 days old, additional approvals and explanations are required.
Find Your Post Award Administrator
Cost Transfer Policy
Transaction Correction Form
Cost Transfer Form - Over 90 Day Transfers
Information Regarding Personnel Action Forms
Salary Distribution Change Form
It is occasionally desirable to open sponsored project accounts in advance of receipt of the formal award notice. Examples where this may be appropriate include recurring annual contracts, particularly those from state and local agencies, and those awards where pre-award costs are permitted 90 days prior to the awarded start date. This policy will also apply to continuation funding or no cost extension requests where the formal notice is not received prior to the end date of the current budget period.
The ORA will open a sponsored project fund in advance of the award upon receipt of:
- Sponsor’s letter of intent to award or similar correspondence that states the estimated start date and estimated award amount. This correspondence can be an e-mail between the program officer and the PI stating that the award is coming.
- Full copy of the proposal.
- A completed Coeus proposal transmittal with all required approvals, including the department head(s) and the dean(s) for all investigators.
- Written authorization from the investigator’s department head to proceed at risk. The authorization must state that the investigator’s academic unit will fund any shortfall that results from advance spending if the award is subsequently not made or if the award is made but the expenditures are incurred prior to the awarded project start date.
- All human subjects and animal approvals must be in place before initiating work that involves animals or human subjects.