Research and Sponsored Projects Manual (RSP)

RSP 501 Table 2

Establishing an Agency/Org without an Award Document

The principal investigator:

1. initiates a request for the establishment of a sponsored project agency/org by writing a Request to Establish an At-Risk Account Memorandum to the sponsored projects officer assigned to the academic unit
   
   

   and

2. obtains the agency/org manager’s signature for the guarantee agency/org.

   Note: This signature guarantees the costs will be covered if the award does not come through or if the pre-award costs are not allowable under the terms of the award agreement.

If approved, the sponsored projects officer (SPO):

1. reviews the budget request for 301b and departmental guarantee to ensure that the proper authority to set up agency/org exists and that costs are allowable
2. confirms project status with the sponsor and documents the recommendation
3. obtains the agency/org number from Grant and Contract Accounting (GCA)
4. prepares a Sponsored Project Preaward Notice
   

   and

5. attaches the appropriate backup and forwards it to the Office for Research and Sponsored Projects Administration central administrative unit for data input and routing to GCA.

The sponsored projects accountant:

1. establishes the agency/org in the university financial system
2. sends a request to Financial Services to have the principal investigator set up as agency/org manager
3. distributes the Sponsored Projects Preaward Notice and supporting materials to:
   1. principal investigator(s)
   2. department chair(s)
   3. dean(s)

      and

   4. other designated individuals.

If denied, the SPO:

1. returns the Request to Establish an At-Risk Account Memorandum to the principal investigator

   and

2. discusses with the principal investigator options available to meet the immediate needs of the project.

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