Managing Your Award

Award Acceptance & Fund Establishment Process

ALL SPONSORED PROGRAMS GUIDANCE & FORMS

Notice of Award

Notification that a proposal has been awarded is typically received in the Office of Sponsored Programs (OSP), although on occasion a Principal Investigator (PI) may be notified directly. Notice of awards should be forwarded to OSP for signature and processing.

Only an authorized institutional representative is authorized to sign and accept an award for Auburn University. For Auburn’s extramural activities, this individual is the Senior Vice President for Research & Economic Development

Extramural awards are contractual arrangements between the Sponsor and Auburn University, on behalf of an Auburn PI.

Review of Terms and Conditions

Before accepting an award on behalf of the University, OSP reviews all terms and conditions, regardless of the Sponsor, and is responsible for negotiating appropriate remedies if an award fits into one of the following categories:

• it contains provisions that are incompatible with the University's policies on sponsored research;

• it contains provisions that are inconsistent with the University’s classification as a state instrumentality of higher education;

• it is inconsistent with government-wide regulations for universities;

• it fails to include all elements agreed upon prior to the award; or

• it requires modification to conform to the PI's needs.

In the case of awards with non-standard patent, copyright, or licensing terms, the Intellectual Property Exchange may also be included in negotiations.

Fund Establishment

Once an award is negotiated (if necessary) and all required information is received and reviewed by OSP, documentation is forwarded to the Office of Contracts and Grants Accounting (CGA) for Fund establishment. When a Fund is established, the PI and departmental contact is notified of the Fund number via e-mail by CGA.

While both OSP and CGA are responsible for ensuring university and federal compliance as the work progresses, each office has specific post-award responsibilities in the management of the award and can provide guidance and assistance as needed.

OSP post-award responsibilities include (but are not limited to):

• Rebudgeting/reallocations

• Carryover approvals

• Subcontract amendments

• No-cost extensions

• Contract/grant transfers

• Any changes that would affect the terms and conditions of the award

CGA post-award responsibilities include (but are not limited to):

• Fund establishment

• Monitoring of budgets, spending activity, billing and financial reporting

  • Financial reporting to sponsors