Set Up Project

General Information

If a proposal is selected for funding, the Award Set-Up Phase begins. This phase of the process is essential to ensure that the award terms and conditions are negotiated to safeguard the rights and interests of the University, its researchers, sponsors, and the broader community. This phase of the project takes 3-4 weeks on average. SPO has delegated signature authority that authorizes them to sign agreements on behalf of the university. This process is similar for funding received as grants, contracts, cooperative agreements, and incoming subawards.

On This Page
Forms
Roles & Responsibilities
Process

Forms

Roles & Responsibilities

The following is a general overview of the roles for those involved in the setup process:

USU Principal Investigator (PI)

  • Provides SPO with a copy of the notification that the proposal has been selected for funding.
  • Provides SPO with any communication that occurred after the proposal was submitted, but before the proposal was selected for funding (e.g. revised scope of work or budget documentation).
  • Completes Conflict of Interest Disclosure.
  • Completes Compliance Protocol Processes (e.g. IRB, IACUC).
  • Reviews agreement and complete PI acceptance form in a timely manner.
  • Signs/Routes forms as needed for the finalization of your award (e.g. Guarantee of Expenditures Form, Letter of Guarantee, Publication Restriction Form, etc.).

Sponsored Programs Office (SPO)

  • Reviews award and compare to proposal submission to determine differences (e.g. dates of performance, budget changes, etc.).
  • Reviews and negotiate changes to award agreement as needed.
  • Reviews the contract to determine if the project involves Controlled Unclassified Information (CUI); see CUI Guide for PIs for more information.
  • Coordinates with PI as needed for additional forms/steps (e.g. Guarantee of Expenditures, PI Acceptance, Compliance requirements, etc.).
  • Signs award under delegated signature authority.
  • Sets up award in Kuali.
  • Notifies SPA of the new award so that it can be set up in Banner.

Sponsored Programs Accounting (SPA)

  • Sets up award in Banner.
  • Communicates with PI, SPO, and Business Services to provide notification of index(es) setup for the specific award.
  • Sets up necessary cost share or effort tracking indexes.

Process

1

Notification of Award Received

  • PI receives notification that their proposal has been selected for funding and notifies SPO.
  • PI begins submitting documentation related to Conflict of Interest and Compliance (E.g. IRB, IACUC) as needed.
 
2

Contract Review/Negotiation

  • SPO reviews the contract to determine if negotiation of terms and conditions is required.
  • SPO Reviews the contract to determine if the project involves Controlled Unclassified Information (CUI); see CUI Guide for PIs for more information.
  • SPO coordinates with PI as needed.
  • SPO completes internal checklist of 60 steps to ensure award is compliant with university policies and procedures.
  • SPO signs award on behalf of USU under delegated signature authority.
 
3

Award Setup in Kuali

  • SPO creates the award in Kuali as the system of record for award documentation purposes.
  • Once Kuali award setup is complete, SPO notifies SPA so that Banner set up can begin.
 
4

Award Setup in Banner

  • SPA sets up the award in Banner and notifies campus of the index(es) assigned to the specific project.