Award Process

Process Intent to Award: Assumption of Liability:

Award Process Chart: Unless either a letter of notification of intent to award or an actual award is received by UAF, OGCA may not set up project funds. Upon receipt of notification of intent to award, the unit may assume financial liability to allow the PI to begin the work. The PI should check with their unit if they receive such advance notification, and may request that the unit assume such financial liability. At that time, the unit may initiate setup procedures. Actual

Award: The Real Deal:

When the actual award document is received, OGCA will provide a copy to the business unit, who will, in turn, provide the PI with a copy of the award. They each should read the award document for content and terms and conditions. It is the PI's responsibility to check the award to ensure that it contains a statement of work to be performed (whether actual or by reference to the proposal) which agrees with the proposal as submitted. The PI should make a note of all limitations imposed by the proposed grant or contract or agency manual since those are the rules under which the project will be required to operate.

If any discrepancies are found in either the work statement or operating rules that prevent the proper performance of the project, they should be made known to the unit and OGCA. Negotiations with the agency by OGCA, with the help of the PI, may be conducted to amend unacceptable clauses prior to execution of the award document.

On the basis of the award, the budget request forms (BRFs) for the project will be prepared by the unit for the PI. Changes required by the PI must be within the agency limitations, and may be processed through the unit. The PI approves expenditures of funds including labor hours and effort.

The PI must use the funds awarded within the guidelines described in the awarding document and/or the agency manual. Effort reports should be submitted to the unit in accordance with unitl procedures and must be signed by the PI (See Statewide Accounting Manual P-120). The PI should procure prior approval for ProCard use according to unit policy.

In conjunction with the unit, the PI is responsible for initiating all requests for subawards (see Chapter 8; p. 33).

With the assistance of the unit business office, the PI should remain familiar with the financial condition of his/her project and make decisions as to changes needed in the budget allowances of the project as the project proceeds. Any change(s) to the budget must be coordinated with the unit business office. A Restricted Fund Notification or Request Form (RFN) form should be completed and submitted through the unit to OGCA. If an agency has allowed a waiver of their prior approval to UAF, the approval will be granted by IRO. If an award’s terms and conditions require prior agency approval, a letter to the agency’s grant specialist will be prepared by OGCA, according to the RFN, outlining the need to rebudget. The PI will provide an amended budget in the agency’s format.

Initiation of requests for the extension of an end date, increase of award, or preparation of renewal proposals are the responsibility of the PI. Such requests should always be coordinated with the unit prior to submission to the funding agency, through OGCA, according to the unit and university policies and procedures.