Award Negotiation Guideline

PI REQUESTED AWARD CHANGES   ATP PRE-AWARD COSTS SPONSOR MODIFICATIONS WHEN ARE NEW ACCOUNT NUMBERS REQUIRED? TECHNICAL REPORTS PATENT REPORTS THINGS TO REMEMBER

PI Requested Award Changes Contact your Sponsored Programs Coordinator (SPC) when modifications are needed to the award. Some examples of these are: No cost extension requests, rebudget requests, and changes in the level of effort for the Principal Investigator. Most of these revisions can be effected by using the internal OPAS form (excel) (pdf). For changes not applicable to this form, contact your SPC for assistance. [TOP] ATP An Authorization to Proceed (ATP) may be requested under certain circumstances by the Principal Investigator when an advance account is needed. This process may require an Early Bird Action Form . Contact your SPC for details regarding ATPs. Pre-Award Costs Depending upon the Sponsor, Pre-award costs may be allowed up to 90 days prior to the start date of a new award. Contact your SPC for details. [TOP] Sponsor Modifications Modifications to projects usually require ORS approval or action. Modifications need to be processed for the following actions: Incremental funding; supplemental funding; de-obligation of funding; and changes in budget and/or project period. [TOP] When are new account numbers required? When new awards are funded; if there is a lapse in the project period; if a new Purchase Order or contract/award number is issued; and if it is a Sponsor requirement. [TOP] Technical Reports Award documentation from Sponsor determines the frequency of reports. All technical reports are prepared and submitted by PI. An email report reminder is generated by the ORS tracking database and sent to the PI. If the Sponsor contacts ORS regarding a past due report, the SPC will send an email to the PI. Report already submitted? Let your SPC know so that the database can be updated. FAILURE TO SUBMIT REPORTS MAY JEOPARDIZE CURRENT AND FUTURE FUNDING AND MAY RESULT IN REPAYMENT OF FUNDS RECEIVED. [TOP] Patent Reports Due to Sponsor at close-out of award. SPC will email PI regarding patents or inventions. Patent form is prepared and submitted to Sponsor by your SPC. [TOP] Things to remember Any award documentation sent directly to PI must be forwarded to your SPC ASAP! If we don’t get the information, then the award can not be processed. When in doubt, check with your SPC. All official documents MUST be signed by an authorized institutional representative (see paragraph 3 of purpose). The PI does NOT have the authority to bind the University. If an award is increased or reduced from the original routed amount, a new budget will be required. Significant changes (PI, University commitments, major equipment, etc.) will require re-routing. [TOP]