Policies & Compliance

Award Acceptance

8.5 Project Set-Up

Once award negotiations are complete and the Office of Sponsored Projects (OSP) has received and executed the fully signed award notice or contract, the sponsored project must be formally established in the University's financial system before work may begin.

The Principal Investigator (PI) or a designated departmental administrator initiates project set-up by submitting the appropriate request through eAward, including a copy of the fully executed award documentation. OSP reviews and processes the request and routes it to the assigned Sponsored Projects Officer (SPO) for final approval.

Upon OSP approval, the request is forwarded to Grants and Contracts Accounting (GCA), which establishes the project number and associated account codes. During this phase, the eAward transaction status reflects active processing. Once set-up is complete, the PI and relevant administrators receive system notifications confirming project activation.

If the award includes cost-sharing or matching commitments, project set-up cannot proceed until all required funding sources and chartfields have been provided and approved.

Companion Projects

At the request of the PI, multiple projects may be established under a single award for management or reporting purposes. Establishing multiple projects does not relieve the PI of responsibility for oversight and compliance for the entire sponsored award.

Post-Award Changes and Incremental Funding

When additional or incremental funding is received, or when award terms change (e.g., budget revisions, amendments, or extensions), OSP will process the update upon receipt of a new eAward request. A new Document Summary Sheet is generally not required for modifications to an existing award.

8.5.1 Sponsored Project Lifecycle Overview

Project Establishment

Award is executed and accepted by OSP
Department submits project set-up request via eAward
OSP reviews and approves the request
GCA establishes project number(s) and accounts
PI and administrators receive confirmation of project activation

Spending on an Active Project

Personnel costs are charged based on approved effort allocations
Procurement of goods and services follows University purchasing and approval workflows
Travel and other direct costs must comply with sponsor and University requirements
GCA processes payments, encumbrances, invoicing, and sponsor draws (with limited clinical exceptions)

The PI is responsible for ensuring that expenditures are allowable, allocable, and within the approved budget.

Project Closeout

At the conclusion of the project period - and assuming no additional funding or extensions - closeout activities occur in coordination with Research Management and Compliance and GCA, including:

Submission and approval of required cost transfers
Final invoicing or financial reporting to the sponsor
Assist fellows with termination
Return of unspent funds for cost-reimbursement awards, if required
Transfer of residual balances from fixed-price awards in accordance with University policy

The PI and department are responsible for resolving any overspending, which must be covered by non-sponsored funding sources.

RMC will also:

Confirm completion of administrative and contractual obligations;
Coordinate final invention reports with PIs and Technology Licensing;
Coordinate final property reports and negotiate property disposition and loan agreements in coordination with PIs and Property Accounting;
Systematically close subawards;
Coordinate closeout with outgoing transfers and departing PIs;
Verify completion of financial, administrative, and compliance closeout requirements;
Process award closeout documentation and sponsor notifications, as required;
Confirm that human subjects, animal protocols, and other compliance approvals have been properly closed, where applicable;
Coordinate resolution of late, incomplete, or at-risk closeouts; and
Escalate persistent noncompliance or unresolved issues to appropriate institutional leadership.

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