Upon receipt of an award document the Office of Research Services (ORS) forwards it to Sponsored Program Accounting (SPA) for the establishment of an accounting unit for the project, allowing expenditures of grant/contract funds.

In order for an accounting unit to be established the faculty principal investigator (PI) or project director (PD) is responsible for providing the following to ORS:

• An award document indicating the amount of the award, time period of the award if applicable, method of payment, purpose of the award and terms & conditions of the award, including reporting requirements, if any.
• Fully executed PTAP
• Copy of proposal, correspondence and revised budget, if one was submitted.
• Approved budget for the amount of the award
• Source of cost sharing or matching funds, if applicable
• Completion of PI/PD certification form, which will be provided by ORS
• Approvals for all compliance activities must be complete, including human and animal subjects, radiation and laboratory safety
• If any subcontracts will be issued for the award, the following information is needed:

        - Name & Address
        - Contact Person & Title
        - Phone #
        - Fax #
        - Email
        - Name of Key Personnel
        - Name & Address of person or persons in 
          subcontractor’s organization to receive        
           "notices"
        - Time Period
        - Maximum Amount
        - Scope of Work
        - Budget

SPA is responsible for the financial administration of grants and contracts including invoicing and financial reporting.

ORS is responsible for continuing contact with sponsors regarding changes such as:  PI/PD changes, changes in the scope of work, budget revisions, changes in the award amount or timetable, including no cost extensions.  Requests to sponsors for changes may be initiated by PIs/PDs.  Official requests should be signed by the PI/PD and the Associate Provost for Research (in ORS).  Faculty are encouraged to work with program officers of sponsors to alert them to the need for changes.

The PI/PD is responsible for conducting the project in accordance with the highest professional standards and for assuring that the project is executed as proposed in the application for funding.  The PI/PD is also responsible for adherence to University regulations as well as the terms and conditions of the award, and for assuring the appropriateness of expenditures and for regular progress reports to the sponsor (copy to ORS) as required by the terms of the award.