After the award has been formally accepted, SPA staff members will perform the following tasks so that work can begin.
Notice of Grant/Contract Award (NOGA)
SPA prepares a "Notice of Grant/Contract Award" (NOGA) to provide information regarding the award's important terms and conditions. It should be referred to by PIs and departments to provide guidance in managing the project. It usually contains the following information:
- the University account number
- award amount
- beginning and ending dates
- the F&A/indirect cost rate
- matching or cost-sharing requirements
- program income distribution requirements
- technical reporting requirements
- other terms and conditions
Assigning a Project Number
As soon as SPA receives the award notice or final agreement, a staff member will assign a project number to the project. This number identifies the project in the University's accounting system.
When the project number is assigned, SPA will notify the PI and the department and collegiate offices through email.
A child project is established in EFS by SPA. It is set up under a primary project at the request of the PI and allows for the transparent administration of cross-departmental projects.
Child projects are used to:
- Designate ICR distribution to another and/or multiple DeptIDs.
- Manage expenses by another and/or multiple DeptIDs.
- Manage effort by another and/or multiple DeptIDs.
The administering DeptID of the primary project is responsible for the oversight of the entire project. This includes:
- Requesting the establishment of the child project from SPA and reconciling project expenses.
- Allocation of funds and rebudgeting within, and between, the primary and child projects.
- Communicating with the staff managing the child project.
The administrative and/or accounting staff of the child project DeptID is responsible for the management of the child project. This includes:
- Day to day management of the account.
- Communicating with the staff managing the primary project.
- Clearing deficits from the child project, unless an alternative agreement is made with the primary DeptID.
How to Request a Child Account
- At proposal time, PRF question 9 should include the DeptID of the Co-(P)I or key personnel that will administer the child project. PRF question 18 should list the additional department(s). PRF question 19 should address how ICR will be handled.
- When the award is received, SPA will request a PeopleSoft friendly budget. The child project should be requested in a separate tab.
- A child project can be requested after the project is set up by sending an approved Rebudgeting Request Form to SPA.
Activating Budget Categories for the Project
When SPA establishes the project, an allocation of the awarded amount will be made into the appropriate expense categories. The grant administrator will set up these categories in accordance with the sponsor's approved budget.
Some sponsor's categories, however, do not correspond with the University accounting system. Therefore, it may be necessary for the grant administrator, PI, and unit administrator to work together to establish the budget, and monitor compliance with sponsor financial terms and conditions.
Pre-Award vs. Advance Account
- Notification from sponsor of potential award
- Spending prior to receipt of award
- Effective date within stated time period (i.e., 90 days)
- Award Method—Grant and Cooperative Agreements
- Agreement received from sponsor
- Spending prior to final negotiation of award
- Effective date listed in agreement (not date of last signature of request form)
- Award Method—Contracts