Research and Sponsored Projects Manual (RSP)

RSP 501 Table 1

Establishing an Agency/Org with an Award Document

The sponsored projects officer:

1. reviews the award documents, attachments, and proposal file to assure that the award is in compliance with appropriate regulations and that technical reporting requirements are acceptable
2. negotiates changes as needed
3. obtains the principal investigator’s (PI’s) approval to accept the award
4. discusses with the principal investigator any special limitation and reporting requirements of the sponsor
5. obtains the signature of an authorized official of the university when required
6. obtains the agency/org number from Grant and Contract Accounting (GCA)
7. prepares the Sponsored Project Award Notice and associated activation materials
8. forwards the Sponsored Project Award Notice, supporting materials, and proposal to the Office for Research and Sponsored Projects Administration central administrative unit for data input and routing to GCA.

The sponsored projects accountant:

1. reviews the activation package for completeness and accuracy
2. establishes the agency/org in the university financial system
3. sends a request to Financial Services to establish the principal investigator as agency/org manager
4. sends the Sponsored Project Award Notice, a copy of the award document, terms and conditions, and other supporting materials to the:
5. 1. principal investigator(s)
   2. department chair(s)
   3. dean(s)
      
      

      and

   4. other designated individuals.
   
   
   

Upon receipt of the award notice, the principal investigator:

1. reviews notices and supporting materials
2. contacts the sponsored projects officer to discuss any special limitations, documentation requirements for deliverables, reporting requirements, and any other items of concern
3. completes necessary authorization forms to establish new agency/org managers and/or authorized signers
4. signs the signature cards and returns them to Financial Services

   Note: For further information and sample forms, see the Financial Services Policies and Procedures Manual—FIN 202, “Establishment of Agency/Orgs.”)

5. initiates payroll actions (where appropriate) for any faculty, staff, or students who will be employed on the project
   
   

   and

6. processes all necessary purchasing documents to begin work.

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