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Award Acceptance

8.5 Project Set-Up

When all negotiations are complete and the Office of Sponsored Projects (OSP) receives the signed award notice/contract, the PI or department admin will need to submit the request via eAward. OSP will begin processing the request, once it is routed to the SPO. 

The request, including a copy of the award notice/contract, is forwarded from OSP to Grants and Contracts Accounting (GCA) where the project number and account codes are assigned. The eAward transaction status will show as 'IN GCA'. This information is then provided to the Principal Investigator electronically through PeopleSoft email notifications. At this time, the eAward transaction status will show as 'COMPLETE'.

If cost sharing/matching is a part of the project award, the OSP administrator will not be able to set up the project unless chartfields for cost sharing requirements have been provided.

When additional or incremental funding is received or there is a change in the award information (i.e. budget modification, amendment, etc.), OSP will process these upon receipt of an eAward request. A new Document Summary Sheet is generally not needed for adding funding or making changes to an existing project. Multiple projects may be established for any award at the request of the Principal Investigator. However, multiple projects do not exonerate the named Principal Investigator of the overall responsibility of the entire sponsored project.

8.5.1 Research Project Flow Chart

Project Set-Up

  1. Project Awarded
  2. OSP reviews, negotiates, and executes/accepts award
  3. Department submits NOA via eAward
    • Department submits separate subaward request via eAward, if applicable
  4. OSP processes eAward transaction/s
  5. Grants and Contracts Accounting (GCA) establishes new project or modifies existing project
  6. GCA notifies PI via email of changes in account
  7. eAward transaction status is updated to 'COMPLETE'
  8. PI/administrators receive monthly management reports and PEB's (payroll)

Spending on a Project

  1. Salary budgets spent by adding project number and percentage of time to an employee PAR form by Dept. Administrator. See Effort Reporting
Other Direct Costs
  1. All requisitions for equipment, sub-awards, campus orders, and check requests are approved by Grants and Contracts Accounting
    • Requisition sent to Purchasing who creates purchase order
    • Travel forms completed and sent to Travel Department
    • Limited PO's, campus orders, check request, purchasing cards, petty cash, stores, mailing, netcom, etc.
  2. Projects encumbered (only salary, benefits, P.O.’s, scholarships and fellowships)
    • Payment made by Accounts Payable and posted to projects and encumbrances adjusted
    • All invoicing and draws for projects to sponsors are done by Grants and Contracts Accounting, except for clinical investigations
    • All deposits including draws for projects from sponsors are credited to projects by Grants and Contracts Accounting
Closing a project
  1. An assumption is made here that there is no new money coming in and no extensions
  2. Any needed cost transfers are made by the department and approved by Grants and Contracts Accounting
    • On cost reimburseable contracts, any overpayment is returned to the sponsor
    • On fixed price contracts, any extra funds are transferred to an activity for the PI or dept
    • On grants, sponsor is invoiced for expenses
    • The PI/department is responsible for any overspending
Last Updated: 12/1/22