Once a new award has been granted, the Division of Sponsored Program Administration will do the following:
Prior to issuing an award, some sponsors will request "Just-In-Time" information (JIT). JIT information typically includes current and pending support information and research compliance approvals, but can include detailed or revised budgets or requests for other information. Typically, the sponsor requests that this information be signed by or emailed from an Authorized Institutional Official, indicating institutional endorsement. If you have any questions concerning JIT information for a specific sponsor, please contact DSPA.
Permission to grant pre-award spending authority will be granted on a case-by-case basis. In all cases there must be:
After receipt of the information (bulleted above), the sponsored account will be established. Spending will appropriately be charged to the account.
Requests for Pre-Award Spending that are made after the NOA is received are not encouraged but may still be approved if substantial justification of all charges incurred prior to the project start date is provided. Please note that if pre-award spending is granted, expenses not charged to the study account will be subject to AU’s cost transfer policy. This means that the charges can only be incurred and transferred up to 60 days prior to the start date of the grant. In these instances, the appropriate paperwork must include:
To request that expenses be allowed to post to a sponsored project prior to receipt of funds from the sponsor, an Authorization to Budget may be requested. This can only be done when the investigator needs to commence or continue work and the department is able to cover the expense should the project not receive extramural funding.
The Following are examples of appropriate circumstances:
DSPA will require that all compliance approvals be provided prior to an account being established. Compliance requirements include human research subjects, animal care and use, and biosafety approvals. Annual training is provided for environmental safety, radiation safety, bloodborne pathogens, biosafety, and many other areas required for research safety.
Multiple internal accounts can be assigned for a given project. Internal accounts allow for management and tracking of budgets and expenditures for each of the project’s internal sub-parts. If you would like an internal account set up on your project, contact DSPA.