Award Setup

Once the University receives the official award notification from a sponsor, the award setup process will begin.

  1. Pre-Award Actions
    • The pre-award/award intake staff will upload the award notice to InfoEd and begin the initial steps for award setup
    • The pre-award/award intake staff will review the awarded budget to confirm that awarded and proposed budgets match
      • If the budgets do not match, the pre-award/award intake staff will request a revised budget from the PI (and delegate)
      • Once the PI/delegate revises the budget, the award will continue on for processing
    • For detailed information on award processing steps, please see the “Quick Reference Guide to Understand Record Statuses in InfoEd” under User Documentation/Guides
    • If it is critical that your award gets processed as soon as possible, please fill out the Expedited Processing Request PDF Form and submit via the Expedited Processing Request Intake Google Form
    • Please note that expedited processing is not allowable for awards requiring a revised budget or Office of Research Integrity approval (for IACUC, IBC, IRB, Export Control and Security)
  2. Award Intake Actions
    • Award intake is the first step in the processing of new awards, continuations, supplements, Dean’s pledges, no cost extensions, and non-financial award notices
    • Award intake also tracks the award as it moves through all required statuses to ensure timely processing of award notices
      • Award Intake Steps:
        • Set up new PeopleSoft numbers for all new awards
        • Confirm and enter financial, proposal and sponsor information into InfoEd
      • Confirm that all relevant award documents are uploaded and formatted as required in InfoEd
      • Determine if the award requires Office of Research Integrity (ORI) approval for animal subjects, human subjects, biosafety, export control or security and notify other relevant department contacts, as well as track for approval
      • Confirm that all required training is completed by personnel listed on the award, such as Research Security and Export Control Training
      • Review and process expedited award requests as received by the departments
      • Once the initial intake steps are completed, Award Intake forwards the record for final setup to the appropriate PostAward specialist for each college or department
  3. Transition to Post-Award
    • Next the award will be sent to the appropriate post-award specialist to review terms and conditions and complete set up in PeopleSoft.
  4. Post-Award Review
    • Post-award staff confirm the budget matches the award document and ensure that the appropriate F&A rate (i.e., rate from approval NICRA) is utilized.
    • Once the award setup is completed in PeopleSoft, the PI and fiscal support staff will receive an email from InfoEd. This email includes an overview of the award and the related chartfield string(s) (CFS) to the new award.
    • The PI and department are responsible for verifying the CFS is consistent with the award documentation.
    • Post-award staff should be notified if corrections need to be made to ensure all activity will be charged properly and accurately.
    • Once the award is set up in PeopleSoft, the InfoEd status is “Post Award Processing Complete.”
  5. Authorization & Spending
    • A Signature Authorization form is required for every CFS that is created. This form designates all authorized approvers for the project.
    • Spending can begin on an award once the signature authorization form is completed with all appropriate signatures and processed in PeopleSoft.
  6. Ongoing Actions
    • InfoEd emails will be generated for all further actions on current awards as they are received, such as time extensions, additional funding, supplements, change in terms and conditions from sponsors, etc.