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Post-Award Cycle 

ORSP's primary role in the post-award process is to review and negotiate the terms and conditions of awards and contracts with legal counsel. We obtain final signatures and documentation, and then release the final documents to Grants Accounting. Grants Accounting takes care of the rest by setting up FOAPs or account numbers, invoicing, billing, journal entries, payroll, moving money, resolving financial terms and conditions, and financial closeout. 

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  1. AWARD RELEASE: If you just received an award notice or a contract from a funding agency, please send the documents to the Office of Research and Sponsored Programs (ORSP) as soon as possible. ORSP must check the terms and conditions of the award or contract BEFORE accepting the award and establishing the account. Some terms and conditions of awards contain language to which APSU cannot agree, and therefore, requires review by legal counsel.
  2. Do not sign any agreements. APSU policy dictates who may bind the institution into an agreement with another entity.
  3. ORSP handles this entire process, 1-2. 
  4. ORSP then submits an award release confirmation to grants accounting.
  5. The PI must then submit the budget to the Grants Accountant, if not already specified in the contract or Grant Award Notification (GAN).
  6. The Grants Accountant will create a new fund in Banner and will notify the Principal Investigator (PI) and ORSP of the Banner FOAP.
  7. The PI will provide the names and employee numbers to Human Resources of personnel being paid by the grant or contract.
  8. In accordance with 2 CFR 200.430, all personnel receiving compensation from Federal funds or Federal flow-through funds are required to submit Time and Effort Reports. These should be submitted to Grants Accounting monthly, in accordance with the individual's proportionate share of the institutional base salary (IBS) for the service period. Investigators working on multiple projects must one form for each funded award documenting the appropriate time and effort allocated to each grant.
  9. The PI must submit any request for Temporary Help or Extra Compensation to ORSP.
  10. The Grants Accountant will be responsible for submitting any and all necessary reimbursement information to the sponsor. The PI will fill out the necessary Accounting and Human Resources forms (listed below) and submit them to the Director of Research and Sponsored Programs for Processing.
  11. The PI will be responsible for monitoring expenses from within their grant budget. PI’s are always welcome to contact ORSP or the Grants Accountant for assistance. All grant/contract expenditures must have the signature of the Director of Research and Sponsored programs and the Grants Accountant.
  12. The Grants Accountant will bill according to the grant contract and will fill the necessary financial reports after PI reviews them. All programmatic reporting must be submitted to ORSP. 
  13. The PI is responsible for closing out the grant with Grants Accounting. The Grants Accountant will prepare the final financial report for the PI.