New Awards and Account Set-Up

When OR receives a notice of grant award or completes contract negotiations and the award is fully executed, this signed document becomes the basis for setting up an award.

What Happens Next

• After the award set up is completed by Award Management, the PI receives an email from HRS with general and applicable award information.

• · The email contains a link to HRS Award record where:

  • The award and related documents can be viewed and printed.

  • · Any agency-specific guidelines necessary to administer the project will also be housed.

All materials should be carefully reviewed to ensure compliance with award requirements.

Official Award Documents May Include

• Award notices
• Amendments and/or change orders
• Final budget
• Official correspondence regarding the award
• Cost Share Forms
• Asset Build Forms
• Other Award Related Documents

Modifications/Amendments

Modifications or amendments to awards are processed in the same manner as new awards (as outlined above).

Under UCF Policy 2-107.7, the business unit or department initiating the contract is responsible for contract compliance, including deliverables.

PI Responsibilities

• Manage and complete scientific and programmatic aspects of the sponsored project

• Comply with all award terms and conditions

• Ensure expenditures are allowable, reasonable, necessary for completion of the project

• Ensure project funds are managed efficiently and effectively within approved budgets

• Manage hiring or assignment of individuals to the project consistent with the proposed project research plan and budget
• Ensure timely completion and submission of required technical reports and deliverables

The PI or Business Center staff should regularly:

• Monitor budget vs. expenditures.

• Maintain budgetary control.

• Avoid deficits and ensure correct expense recording.

• Ensure terms and conditions applicable to award are being followed

Planning and Spending Guidelines

• All expenses must be:

  • Directly related to the project.

  • Incurred during the project period.

  • Reasonable, Allocable, Allowable, and Consistently Treated
  • Aligned with award terms and conditions

Plan to purchase and use materials during the project period.
Purchased equipment should be received prior to 90 days before project end unless award is an instrumentation grant.

Important:

• Sponsors may require prior approval for non-proposed costs or expenses near project end if so required per award terms.

• Items/services purchased near project end may be scrutinized for provided benefit and reasonable use to project during award or budget period.

• Example: Publishing costs post-project may not be covered without permission if award terms so require

• Ensure purchased item/service is received before the project ends.

• A no-cost extension may be needed in some cases.

• Split funded costs must include adequate and acceptable allocation method for distribution of costs