Procedure Library
Sponsored Projects
Policies & Compliance
- Research Conduct
- Combatting Human Trafficking
- Federal Disclosure Requirements
- Research Handbook
- 1. Roles & Responsibilities
- 2. Standards for Conduct of Research
- 3. Overview of Sponsored Projects Administration
- 4. Funding Sources & Opportunities
- 5. Proposal Development
- 6. Budget Development
- 7. Procedures for the Submission of Proposals
- 8. Award Acceptance
- 9. Award Management
- 10. Research Related Regulations, Policies & Procedures
- 11. Other Conduct of Research Issues
- 12. Acronyms & Definitions
- 13. Glossary
- Procedure Library
- Regulations Library
Award Receipt & Set-up
Purpose
To outline the process for reviewing, accepting, and setting up a sponsored award so that project expenditures can begin.
Applicability
This procedure applies to Principal Investigators (PIs) who receive new sponsored funding and their departmental administrators. Award documentation may be provided as a letter of agreement or a multi-page contract and may arrive in either hard copy or electronic form.
Each award requires all the creation of a discrete project number (chartfield) to track all award-related expenditures.
For additional details, see Manage Your Award.
Instructions
- Award Review and Acceptance
OSP reviews, negotiates, and accepts all new sponsored awards.
When necessary, OSP negotiates award language to ensure terms comply with:- State of Utah legal requirements, and
- University of Utah policies.
- Request Project Setup
- After the award is accepted, the department submits a project setup request (which
may include clearing a preliminary project) via eAward.
- The ability to initiate this request is dependent upon having an already approved DSS.
- OSP reviews the request and routes it to Grants and Contracts Accounting (GCA)
- GCA establishes the new project or updates the existing one.
- After the award is accepted, the department submits a project setup request (which
may include clearing a preliminary project) via eAward.
- Project Number Establishment
A project number must be established by GCA before any expenses can be charged. This number enables financial tracking and reporting through the life of the award. See Manage Your Budget. - Award Routing and Modifications
- New awards and award modifications are sent to the department.
- For new awards and modifications to an award, the department must initiate a New Award
Setup Request or a Modification Request in eAward and route it to OSP.
Processing Time: Allow 10 business days from when OSP receives the request for new award or modification setup.
- Project Setup by GCA
- GCA reviews financial terms and sets up the project number(s).
- Multiple project numbers may be created for a single award when more than one department or school participates. See the Companion Projects procedure.
- GCA notifies the PI via PSNotify email with project number(s) and key project details.
- The eAward transaction status will update to COMPLETE.
- Project information will appear in Management Reports.
- Department Review
Before any charges are posted, the department must review all project and chartfield data, including:- PI name and department contact
- Activity type (e.g., research, instruction)
- Responsible department code
- Sponsor type
- Cost basis (cost reimbursable vs. milestones/deliverables)
- Award and budget period start/end dates
- Award amount and F&A rate
Report any concerns or corrections to OSP before spending begins.
- Begin Charging Expenses
Once all data is verified, standard business processes may begin.
Allowable project charges may be posted to the project.
Related Policies and Procedures
- Grant Life Cycle > Manage Your Award > eAward FAQ
- Grant Life Cycle > Manage Your Award
- Grant Life Cycle > Manage Your Budget
- Procedure Library > Preliminary Project Set-up
- Procedure Library > Establish Companion Projects or F&A Distribution
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