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Post-award resources
Understanding your notice of award
ERA
- ERA Portal – ASU platform for the management of sponsored projects, including awards.
- ERA Training Server – Exact replica of ERA that allows for hands on practice prior to doing a task live
- ERA Awards Information – Information about post-award administration of sponsored projects in ERA.
RA Sharepoint
Financial management system
- Workday portal – ASU’s platform for financial, purchasing, planning and budgeting system.
- Workday training
- Crosswalk spreadsheet – Translates FMS revenue and spend categories
Research Academy
- The Research Academy introduces the essentials of post-award research administration at ASU.
Post-award management
- Overview
- Purpose
- Financial services training/policies
- RAHelp@asu.edu
- Roles and responsibilities
- Research Operations teams
- Unit
- Monitor project
- Monitor expenses/make financial changes
- Make programmatic/administrative changes
- Reconcile project
- Why is it necessary?
- What is needed?
- What tools are available?
- What to do about errors found?
- Close out project
- Unit responsibilities
- Record retention
- Audit
- Set up project
- Post submission tasks
- Pre-award costs/at risks
- Review award notice with PI
- Establish and maintain project files
- Initiate project
- Process expenses
- Salary and wages
- Goods and services
- Subawards
- Travel
Tools
- After-the fact review report – A A tool developed by OKED to meet the requirements of compensation review in 2 CFR 200.430(i) Standards for Documentation of Personnel Expenses.
- Post award resources
- Budget reconciliation checklist – The checklist outlines the steps to reconciling a sponsored project budget.
- ERA reports – Used to extract data residing in ERA.
- Graduate student cost calculators – Tool to assist in calculating RA salaries.
- PeopleSoft – Online-based system ASU uses to record all personnel actions.
ASU guidance by topic
Expenditure guidelines
To ensure compliance with both federal and non-federal award requirements, it is critical that the terms and conditions of an award are carefully reviewed. [See Understanding Your Notice of Award.]
- 2 CFR 200 (Uniform Guidance)
- 2 CFR 200 (Uniform Guidance) – FAQ
- Federal-wide pesearch terms and conditions – A standard core set of administrative terms and conditions used by federal research agencies for research-related awards
- NIH grants policy statement – Terms and conditions applicable to NIH awards
- NSF award policies guide – Terms and conditions applicable to NSF awards
ASU policies
- 501 – Establishment of a Sponsored Projects Account
- 502–01 – Personnel Employed on Sponsored Projects
- 502–02 – Leaves and Absences for Sponsored Projects Personnel
- 502–03 – Certification of Sponsored Project Effort
- 503–01 – Purchase Requests on Sponsored Projects and Internal Grant Programs
- 503–02 – Sponsored Project Cash Advances
- 503–03 – Consultants, Guest Lecturers, and Other Professional Services for Sponsored Projects
- 503–05 – Subcontracts/Subaward Agreements
- 504–01 – Sponsored Projects Travel for ASU Employees
- 504–04 – Conference Registration Costs for ASU Employees on Sponsored Projects
- 504–05 – Sponsored Project Travel and Related Costs (Non-ASU Employees)
- 505-06– Equipment Management
- 506–04 – Guaranteeing Delinquent Sponsored Projects Agency/Orgs
- 507–01 – Sponsored Project Award Changes
- 508–01 – Charging Direct and Facilities & Administrative Costs to Sponsored Projects
- 508–01 – Charging Direct and Facilities & Administrative Costs to Sponsored Projects
- 508–02 – Facilities and Administrative Costs
- 509–02 – Reports and Deliverables from Sponsored Projects
- 509–03 – Financially Closing Out Fixed Price Agreements
- 509–04 – Sponsored Project Agency/Org Deficit/Account Closeout
- 510–02 – External Audits and Programmatic Reviews
Forms
- Additional Pay Web Form – Web form feature on RA SharePoint. Required for additional pay in excess of Institutional Base Salary (IBS) on a sponsored project.
- ASU At-Risk Request Form – Used to request time and/or funding to continue work without interruption pending receipt of a modification on an incrementally funded project.
- Certification of Exception to Fly America Act – Used to justify the use of a foreign flag air carrier for travel charged to a federally-funded sponsored project
- Cost Price Analysis and Sole Source Justification – under 100K – Used when issuing a sponsored project subaward for under 100K
- Cost-Price Analysis Form – Commercial or International Subrecipients – Over 100K – Used when issuing a sponsored project subaward over a 100K to a commercial or international subrecipient
- Cost-Price Analysis Form – US University or Non-Profit Subrecipients – Over 100K – Used when issuing a sponsored project subaward over 100K to a US University or non-profit subrecipient
- Cost Sharing Requirement Form – Used to collect, retain, and manage required cost sharing commitments
- Departmental Input Receipt – Used to deposit sponsored checks received at Downtown, Polytechnic, and West campus departments
- Documenting Interrelated Projects Form (ORSPA 320) – Used for allocating costs between interrelated projects supported by multiple Federal awards
- F and A Waiver Request Form – Used when making a request, after award, to reduce the amount of F and A to be reimbursed to ASU
- Investigator and/or Allocation Changes – Used to gather approvals for investigator/allocation changes on existing awards
- New ERA Unit Request – Word template used to request the addition of a new unit to ERA
- Non-Payroll-Cost-Transfer Request (CTR) (ORSPA 510) – Used to request non-payroll cost transfers.
- ERA Award Change Requests – Used for award change requests and requests to establish at-risk accounts
- Sole Source Justification Form – Documents subrecipients considered and why only the one chosen can be used for this project
- State Cost Sharing Companion Account Appropriation Transfer Calculator – Used to calculate transfer amount needed to fund a state cost sharing companion account
- Subrecipient Commitment Form – Used to obtain and document commitment from non-FDP subrecipient
- Subrecipient Letter of Commitment – Letter from FDP subrecipient committing to collaborate with ASU on a sponsored project
- Third Party Cost Sharing Certification Memo – Used to obtain required information from a third party that is contributing to cost sharing