Award Management

University Research Administration (URA) is the campus office with responsibility for reviewing, negotiating, and institutionally accepting awards received from external sponsors. All award documents should be routed to URA for review and institutional endorsement. Individual PIs and staff should not sign award agreements until URA has agreed to the terms and conditions of the award.

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Award Negotiation & Acceptance

URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials. If the department receives an award document, it should be delivered to the appropriate URA Research Administrator for review. After the review, individual PI’s and administrators should not sign award agreements unless instructed by URA.

The need to negotiate an award for acceptable terms and conditions is determined by URA during the proposal submission and award review processes. URA reviews each award document for terms and conditions. URA will also consult with the principal investigator/program director on the award and keep them informed of any negotiations, as needed.

Account Creation

After the award had been accepted by the University, a Financial Accounting System (FAS) account should be created. The Physical Sciences Division, Medicine,  Ben May, Pathology, Cancer Research Center and CALGB create or update Financial Accounting System accounts for awards that they manage. For other units, URA creates/updates the account.

URA creates an account for a new award upon award acceptance. In addition to the account create processes described above, FAS accounts can be created in advance of receipt of an award agreement. The party who creates the FAS accounts is responsible for updating AURA with those account numbers.