Purpose
To identify the process for award approval & set up.
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Applicability
All employees.
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Procedure
Upon receipt of an award, all Project Directors, Faculty, Deans, PI’s or Department Heads will immediately forward it to the Contracts Office for proper signing & approval. Project Directors, Faculty, Deans, PI’s and Department Heads do not have the authority to approve or sign any agreement committing OSU facilities or staff for research, testing, or other activities. See GCG 101: Signature Authority- Proposals, Contracts, Financial Reporting.
| Responsible Party |
Action |
Project Directors, Faculty, Deans, Department Heads and Principal Investigators |
- Upon receipt, send award directly to the Contracts Office (306 Kerr Administration Building) for review and approval.
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Business Services (Contract Administration) |
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Receives the award document.
- Matches the awarding document with the proposal. If no proposal is found, the Contracts Office contacts the Office of Sponsored Programs to obtain approved proposal.
- Reviews awarding documents and negotiates final document with agency if necessary. (Award documents are reviewed for compliance with state laws if there is an approved proposal. Contract Administration may negotiate with the agency on specific contractual clauses to bring the document into compliance with state laws.)
- Approves and signs the award, officially as the “State of Oregon acting by and through the State Board of Higher Education on behalf of Oregon State University.” If required, routes the award to the State of Oregon Attorney General’s Office for further signatures.
- Mails the fully executed document to the awarding sponsor, when a return copy is required.
- Notifies the department and PI (via email) that the award is signed.
- Sends the fully signed award and proposal to the Office of Post Award Administration for financial set-up and administration of the sponsored funds.
- If a Subcontract is needed, the Contract Officer writes the agreement.
- Obtains from the department/PI the necessary information to write the subaward.
- Assigns a number to the subaward that identifies it with the prime contract/fund number.
- Prepares the subaward, sends it to the subcontractor for signatures, and secures signatures for OSU and the State of Oregon Attorney General’s Office, if it is an interstate agreement.
- Forwards the original signed subaward to the Office of Post Award Administration and sends one copy to the department for their files.
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Business Affairs (Office of Post Award Administration) |
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Reviews the award for proper coding that will be input into FIS Banner and establishes an accounting grant fund and index.
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Enters the award data and budget into FIS Banner.
- Sets up the award on the Office of Post Award Administration Accounts Receivable system, if funds are not to be received by automatic payment or direct deposit. The Office of Post Award Administration certifies all costs on restricted funds, invoices sponsors for those costs, and receives sponsor payments.
- Notifies the PI and department accounting staff of the grant fund, index number and award requirements.
- Sends a copy of the award along with an Award Information Sheet to the department accountant.
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| Department Accountant |
- Reviews sponsored agreement for terms and conditions and forwards a copy to the PI.
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