Proposal closeout

Responsibility: ORSPA-PNT
Prepared by: PNT
Work Instruction Number: WI-SN-53

This work instruction contains the following sections:

RA responsibilities when a not funded notification for a proposal is received by the PI or RA

Pre-Award responsibilities when a not funded notification is received

18 Month close-out steps

RA responsibilities when a not funded notification for a proposal is received by the PI or RA

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Proposals submitted through ERA

When notices regarding a proposal not being funded are received by the RA or PI, the RA will run the ERA activity “NOTIFY PNT”, attaching a copy of the letter of declination. Where the applicant on a charitable grant was ASUF, the RA will also send an email notification to the ASUF mailbox at ASUFoundationsgrants@asufoundation.org and cc Angela Vasquez at Angela.Vasquez@asuep.org on any urgent requests. In the event that the notice was received verbally and no written notice is available to attach, the RA should so note when notifying PNT and ASUF (where applicable).In those cases where the applicant organization was ASUF and the notice is received from PNT, the RA will forward notification via email to ASUFoundationgrants@asufoundation.org and cc Angela Vasquez at Angela.Vasquez@asuep.org on any urgent requests.

Pre-award responsibilities when a not funded notification is received

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A declined notice may be sent to the Pre-Award inbox (proposalandnegotiation@asu.edu) or to the Pre-Award GCO assigned to the related FP site, either directly by the sponsor or by internal ASU personnel who have received notice of declination. The inbox monitor or GCO will follow these steps:

1. To update an ERA funding proposal site to “Declined for funding” status: Use the “Withdraw Submitted or Not Funded Proposal” action to attach the declined notice, select “Declined for Funding,” select the “Check this box if RA/PI notification is not required” box, and update the “Comments” box.

2. To update an ERA pre-proposal site to “Pre-Proposal Sponsor Denied” status: Use the “Sponsor Denied for Full Proposal” action to attach the decline notice and update the “Comments” box.

3. For all declined sites, use the “Email RA” action in the ERA FP site to notify the RA of the FP site status update.

The proposal GCO will advise of any additional steps for administratively rejected and withdrawn proposals.

18 Month close-out steps

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Proposals submitted through era: ERA automatic closeout process

This automatic process will help us maintain the older pending proposals within the ERA system in a more organized manner.

• On the first of each month, proposals that were submitted over 18 months ago and are in a state of “SubmittedPending Sponsor Acceptance”or “Award Anticipated” will be automatically moved to a state of “Declined for funding.” Pre-proposals in a state of “Pre-Proposal: Pending Sponsor Acceptance” will be automatically moved to the state “Pre-Proposal Sponsor Denied.”