Award Lifecycle

Post Award Actions

Throughout the project period of a sponsored award, changes may be needed to successfully manage the award. Many changes require the approval of the sponsor agency and thus requests to the agency should be routed to URA for review and institutional endorsement prior to submission to the agency. URA is the official liaison with the funding agencies and official communications to agencies should be coordinated through URA.

The most common project change is the a request for additional time on the project, also known as a No-Cost Extension. In some limited circumstances, URA can approve and implement the NCE without agency prior approval.

All project changes and post-award actions are submitted to URA via AURA.

Note: Research Performance Progress Reports (RPPRs) are submitted through eRA Commons. They must be routed to URA through AURA. For more information, click here.

Change in PI

Letter from current PI to the agency indicating the change (should be co-signed by proposed PI)
Biosketch of proposed PI

Change in Key Personnel

Letter from PI to the agency indicating the change and the effect on the project
Biosketch and Other Support for new Key Personnel (if any)

Change in Effort

Letter from PI to the agency/sponsor indicating the change in effort and for whom (agency/sponsor approval is required when effort change is greater than 25% of the current committed effort; check agency/sponsor guidelines regarding effort changes)
Other Support for investigator (if the change is due to a new award)

Revised Proposal Budgets

Letter from PI to the agency/sponsor indicating the reason for the budget revision and the effect on the project
Revised budget pages (include approved revised budgets from subrecipient if applicable)
Revised Cost Share Memo (if applicable); verify if additional approvals are necessary as dictated by division/unit requirements on cost sharing

Revised Scope of Work

Letter from PI to the agency/sponsor indicating the change in scope and the effect on the project
Compliance/Protocol Approval Letters (if change/addition of Vertebrate Animals or Human Subjects Research)

No-Cost Extension

Request to Carryover Unobligated Funds

Letter from PI to the agency/sponsor citing the amount of unobligated funds to be carried over and scientific justification of request
The Unit/Department Administrator should exercise due diligence to assure that the amount of carryover cited in the letter is less than or equal to the unobligated balance reported on the Financial Status Report (FSR)
Plan for use of funds and budget (if required by the agency/sponsor)

Request to Add/Change Subawardee

Include items required by the URA Subawards page.
Letter from PI to the agency/sponsor indicating the reason for the change/addition and effect on the project
Revised Prime budget (if required by the agency/sponsor)
Sponsored Consulting Agreement - Complete Sponsored Consulting Agreement Package

Request to Relinquish an Award

Request to Reallocate Funds

Follow terms and conditions governing original agreement
Letter from PI to the agency/sponsor indicating reason for reallocation and effect on the project
Revised budgets (if required by the agency/sponsor)

Request to Lift a Restriction

Letter from the PI to the agency/sponsor indicating how issues resulting in a restriction have been resolved
Compliance/Protocol Approval Letters (as applicable)
Fellowship Activation and Termination Notices - Activation or termination notices with signatures, as appropriate

Sponsor Deliverables and Technical Reports

Technical reports/documents needing institutional endorsement
Final Invention Statement (for NIH awards)