Post Award Requests
Electronic Sponsored Projects Request (ESPR)
OSR processes a variety of post-award requests, such as budget changes, no-cost extensions, pre-spend accounts, opening account codes, and initiating and modifying subcontracts via the Electronic Sponsored Project Request (ESPR) system. Non-disclosure agreements are also initiated in ESPR.
- A pre-spend chart string can be requested if the award from the sponsor is certain and there is a need to post appropriate expenses to the project. This will ensure compliance with the terms of the project and save time moving charges at a later date. Required information includes the amount of the guarantee, the period during which the guarantee will be in effect, the objects of expense to be opened, and the non-sponsored account that will be used to guarantee expenditures.
Budget modifications requiring sponsor approval
- Based on the terms and conditions of the award, prior sponsor approval may be required before rebudgeting among budget categories. When budget changes are requested, the amounts to be transferred between budget categories need to be provided.
Open account codes
- The GM045 shows all account codes that are open on an award. It is a good practice to ensure that the account codes in the proposed budget are opened during award set up by reviewing the Project Account Summary (GM033) when it is received from OSR. If there are allowable expenses that need to be charged to the grant on an account code that is not open, a request must be submitted to OSR via ESPR to open the proper account code.
No Cost Extension
- A no cost extension up to twelve months may be made to allow completion of a project without additional funds from the sponsor. OSR is authorized to approve the first no cost extension for most federal sponsors, including NSF and NIH. An extension must be requested prior to original end date. The request must contain a reasonable explanation for the extension. An extension may be made in order to:
- assure completion of the original approved project aims
- assure continuity of grant support while a competing application is under review
- permit an orderly phase-out of a project that will not receive continued support
- Please note that simply having funds left over is not sufficient justification to extend a project.
- All original terms of the award remain in effect during a no cost extension period.
- If PI effort level is changing from the current committed level, an explanation is needed. See agency/sponsor guidelines regarding effort changes.
- All protocols must be up to date and active during the no cost extension period.
- Funds must be available to cover costs during the no cost extension period. Some agencies/sponsors will not extend an award that contains a zero balance.
- For non-federal sponsors, approval is required. The RA should work with the PI to put together a letter to the agency explaining a) the necessity for the extension; b) the additional time requested; c) the anticipated balance of funds remaining in the project account and d) a budget or description of the use of funds during the extension period. This letter should be routed through ESPR to OSR for University endorsement and mailing.
- Sponsor approval may be required for the following changes to key personnel:
- Changes in effort (reductions greater than 25% for FDP member agencies or per the terms and conditions of the award)
- Extended absence of PI (greater than 3 months for FDP)
- Change of PI