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Sponsored Programs Office

Award Management

Award management of a sponsored project begins with award notification (sometimes called a Notice of Award or NOA) and ends when the project has been completed and closed. It is often referred to as the “post-award” phase of the life cycle of an award.

The SPO is in the process of transitioning all post-award responsibilities to the Institute Business Services LINK TO IBS SITE department. During the interim, all questions related to post-award functions can be directed to the SPO administrative assistant for routing to the appropriate person.

Please note:

• Acceptance of funds: There is a process for central review of incoming awards to ensure that Aurora accepts any conditions imposed on the award and for ensuring that those funds are used for the purpose and subject to the conditions of the award. In no case can the award be accepted by the program director/principal investigator (PD/PI)or anyone else.
• The (PD/PI) is responsible for determining whether the terms that affect the project scope, performance and budget, including reporting requirements, are acceptable, and is responsible for overall management of the award.It is the responsibility of the PD/PI to monitor the day-to-day fiscal performance of the project.
• The PD/PI must have all administrative and regulatory requirements (human subjects and/or animal use protections) in place PRIOR to spending grant funds.
• The post-award staff provides service and guidance to all investigators. This includes timely set-up and establishment of the award, and reporting and servicing of awards to satisfy obligations to sponsoring agencies while maintaining compliance with sponsor and Aurora policies.

Helpful Tips for the PI

• Read the award guidelines and budget carefully to ensure proper management of the award.

• Do not spend funds under new or renewed projects until authority to expend is received and an appropriate cost center number assigned.

• Verify all charges on the grant and process all budgetary adjustments through SPO to avoid audit disallowances.

• Monitor the grant expenses each month as a check on the remaining funds.

• Do not purchase equipment during the last three months and/or purchase supplies during the last month of a federal grant. Federal auditors may disallow the cost near the end of a grant.
• Make a point to submit required periodic and final reports on time.

Please contact SPO for further information and assistance.