Step 5: Review Award Terms
Spending Prior to Award Notification
Spending prior to notification of a fully executed award is generally discouraged. However, if OCG has received a firm commitment to fund directly from the sponsor and a delay in funding is anticipated, the PI may request from the BOC or Business Manager that a Request for Advanced Account be established prior to the receipt of a fully signed contract or agreement.
Per UC Policy, awards for extramural funding must be reviewed and accepted by an authorized institutional official. The ANR Office of Contracts and Grants is ANR’s authorized institutional official. All grants, contracts or agreements received directly by the PI should be sent to OCG for review and acceptance. Contracts or agreements for extramural funding, signed by the PI, are non-binding to the University.
OCG will review the terms of the award to assess compliance with UC policies and negotiate terms and conditions directly with the sponsor if necessary. OCG may also contact the PI to obtain concurrence of the terms and conditions, particularly if there has been a significant decrease in the amount awarded or change in the scope of work.
Contacts
Questions about:
Award terms and conditions:
Office of Contracts and Grants
Budgeting or re-budgeting: Business Operations Center or your Business Manager
Additional Resources
Review Award Terms & Conditions
Upon receipt of a fully signed contract or agreement, ANR will notify PI of the award and distribute the award and all related award documents to the appropriate administrative offices responsible for initiating and managing the account(s).
The administrative point of contact responsible for the account will notify the PI when the account(s) are established.
It is critical that the PI review and understand the contract or grant requirements and restrictions of each specific award. If any of the award terms are unclear, it is the PI’s responsibility to contact the OCG for clarification and guidance. If the terms of an individual award are more strict than federal guidelines and University policy, the terms of the award take precedence.
Review Important Conditions
Some important terms and conditions to be considered when managing an award include the following (not meant to be all inclusive).
Performance
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What is the performance period for the award? Will you be able to complete the project by the end of the award period? Is there a time frame a submitting a request for a for a no-cost extension to extend the award period? |
Fiscal Oversight
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Review budget categories for accuracy:
Is prior approval necessary for re-budgeting? |
Reporting
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What technical or program reports are required? What are the deadlines for reports? What format and submission methods are required? |
Changes or Revisions
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Is prior approval necessary for:
All requests for changes or revisions that require prior sponsor approval should be submitted to OCG for review and approval. |