Has your account been established?

The bottom line

You will receive an award package from ORSPA once your account has been established. Make sure it is accurate, set up any TRIF accounts and authorized signers, and initiate payroll for people working on your project. Be sure to monitor your transactions regularly, and remember that the ultimate responsibility for managing the project rests with you.

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Check for accuracy

Upon receipt of an award package, you should review the Notice of Award for accuracy and read the award documents including the terms and conditions. Contact your SPO if there are any discrepancies or if you have questions.

In addition, you (or department staff) should compare the Notice of Award and award documents (including the budget) to the Advantage tables. If you find errors, contact your SPA immediately.

Contact your Sponsored Projects Officer (SPO) to discuss any special limitations, documentation requirements for deliverables, reporting requirements, or any other items of concern.

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Monitor your transactions regularly

Review on-line Advantage data on a routine basis and review month-end financial reports at regular intervals. If you need help using Advantage, visit the Financial Services Advantage web site.

SPS officers will advise and assist you in complying with the requirements of your project. Sponsored project accountants have primary responsibility for the financial reporting and cash management requirements of sponsored awards and making adjustments to the financial system as appropriate. Get help with non-sponsored issues (processing requisitions, hiring processes, etc.) from the appropriate departments, such as Financial Services, Human Resources, or Purchasing & Business Services.

Monitoring cost sharing expenditures

If your project involves cost-sharing, you must provide the following documentation to your SPA.

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Establishing a TRIF local cost sharing account

Once a sponsored project proposal is awarded, any related TRIF funded cost sharing (including salaries & wages) must be set up and expended from a TRIF Local cost sharing account for documentation & reporting purposes.

Complete a New Account Application Form.  Refer to the Account Application Form Information Sheet for instructions specific to TRIF.

Complete ADVANTAGE Form A indicating the TRIF initiative director as the agency/org manager and the PI as a signer.  Include any additional authorized signers that need to be set up on the TRIF funded companion cost sharing agency/org.

Send the following materials to OVPREA's executive director of Finance (ADMB 353, Mail Code 1303):

• New Account Application Form;
• ADVANTAGE Form A;
• a copy of the Sponsored Project Award Notice.

After receiving notification of the agency/org from the executive director of Finance, initiate payroll or purchasing actions for project-related activities support and expensed on the TRIF local cost sharing account.

Monitor and expend the cost sharing funds in an appropriate and timely manner. All TRIF local cost sharing account budgets must be expended within six months after the close of the ASU fiscal year.

The TRIF initiative director and PI are responsible for monitoring account activity and clearing any over-expenditure.

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Authorized signers

If you would like to include additional authorized signers (e.g., your departmental administrator or accountant) on your account, complete and sign the Advantage Form A and return it to Financial Services.

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Payroll actions

Initiate or review payroll actions for any faculty, staff, or students who will be employed on the project. Process all necessary purchasing documents to begin work. For further information, see details under "Carrying out your project."

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You are ultimately responsible

You have primary responsibility for the management of your project. This responsibility includes an obligation to plan and manage each project with care and diligence, an assurance to adhere to all terms and conditions of the award, to keep the work flowing and maintain an appropriate expenditure level, and a promise to charge only those costs that are in accordance with that particular sponsored agreement.

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What happens after ORSPA receives the award from the sponsor?

Once ORSPA receives an award, the following things happen:

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Continuing your account between budget years

This procedure can be found on the "Starting early" page.

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