Award Management

Award Set-Up - Project Account Summary (PAS)

OSR sends the PAS via e-mail when a grant chart string has been set up. The PAS can be run at any time with the GM033 Cognos report. You will want to review the PAS to ensure the details are accurate. The PAS will tell you: which account codes are open, where funds are budgeted, where cost share is recorded, and the grant budget period. It is helpful to review the notes at the foot of the PAS for further details about the award.

Pre-spend

Consider setting up a pre-spend chart string if you are certain to receive the award from the sponsor, and need to post appropriate expenses to the project, when OSR has not yet received the official notice. This will ensure you are compliant with the terms of the project and save time moving charges at a later date. See the OSR Forms section of this website for more information on how to request a pre-spend chart string.

Opening Account Codes for Spending

See the OSR Forms section of this website for more information on how to request that specific account codes be opened for spending on the grant.
Our WCAS Guide to the OSR-2 Request Process has detailed instructions on requesting that an account code be opened.

Costing principles

Be aware of the costing principles and guidelines for charging sponsored project accounts.

Research Terms and Conditions

If the award falls under the Federal Demonstration Product (FDP), refer to the FDP Research Terms and Conditions on OSR's website.
If the award does not fall under the FDP, you can find the research terms and conditions for the award attached to the original proposal in InfoEd.

Monthly Budget Reconciliation

Preparing a monthly budget reconciliation is critical to monitor the charges to, spend rate on, and balance of your sponsored project. Use the GM044 (PI portfolio), GM045 (summary budget statement), and GL08 (revenue and expense activity) reports to prepare your monthly budget reconciliation. You can run the NWPAY16B report in Vista for payroll expenses and use SES to verify any tuition charges to the project.

Closeout

The PI will receive advance notification from ASRSP via e-email regarding closeout reports. The PI is responsible for completing closeout reports.
ASRSP has a list of steps to take on a timely basis prior to award closeout. Visit their website on sponsored project closeout for more information, and use their Award Closeout Checklist to track the required steps.

OSR Forms

Some commonly used internal OSR forms.

OSR-2 (Instructions, Form)

Used for requesting budget changes, correspondence with a sponsor, no-cost extensions, pre-spend accounts, and opening account codes.
Refer to the WCAS guide to the OSR-2 Request Process for detailed information.

OSR-3 (Instructions, Form)

Used for proposing an internal budget for a sponsored project.
It is best to use this form as soon as you know you have received an award.

OSR-6 (Instructions, Form)

Used for requesting that a new subagreement be issued.

OSR-7 (Instructions, Form)

Used for requesting a modification of a subagreement.

OSR-100 (Instructions, Form)

Used for significant financial interest disclosure.

Effort Reporting

From the ASRSP website: “As a recipient of significant external funding, the University must assure Federal and other sponsors that the assignment of time and associated salary and fringe benefit costs to the projects they sponsor is fair, consistent, and timely. The University fulfills this responsibility through Effort Reporting. Effort Reporting is required for exempt faculty and staff with sponsored funding or commitments.” The Effort Reporting System (ERS) is used to track effort on sponsored projects.

Pre-review and post-review of effort reports
- Research Administrators will pre-review and post-review (if changes have been made) effort reports for faculty, students, and exempt staff as applicable in your department.
- ASRSP’s Department Coordinator Guides: Effort Certification (PDF) and Commitment Management (PDF)
- ASRSP’s Pre Review Screen-By-Screen Guide (PDF)
Faculty certification of effort reports
- Faculty must certify their own and their employee’s effort reports.
- ASRSP’s Certification Screen-By-Screen Guide (PDF)
Refer to the WCAS Quick Guide to Effort Reporting for detailed information.