This page looks at the types of information contained in a Notice of Award (NOA). Examples from various awards are provided throughout.
While sponsors’ Notices of Award will differ in format, most will contain information about the topics included on this page.
Reviewing Notices of Award at the time of receipt, in conjunction with the sponsors’ general award management guidelines, will help to ensure that projects progress smoothly.
For questions arising from the this page or reviewing a Notice of Award, please contact RAHelp@asu.edu.
Grants generally have a more flexible scope of work and budget. Diligent efforts are used in completing research and delivery of results. The PI has more freedom to adapt the project, and less responsibility to produce specific results.
Cooperative Agreements are used when there is a substantial scientific and / or programmatic involvement by the sponsor. The sponsor’s scientific or program staff will assist, guide, coordinate, or participate in project activities.
Contracts place emphasis on delivery of results and performance. Payment is based on completing deliverables and / or milestones. There are frequent reporting requirements and a high level of responsibility to the sponsor for the conduct of the project and production of results.
Budget Period – An interval of time, most commonly 12 months, which the project period is divided into for budgetary and funding purposes. It may or may not coincide with project period.
Project Period – The total time for which support of a project has been programmatically approved, may consist of more than one budget period (each budget period is generally contingent on availability of funding and / or project progress).
Dollars Committed / Obligated – The dollars committed or obligated refers to the amount of funds which may be spend during a given time period.
Future Funding – When a sponsor plans to give funding in increments, they will indicate an amount obligated, plus the additional amount of funding anticipated in the future. Generally, the sponsor’s commitment for future funding is contingent on the availability of funds and satisfactory technical progress.
ASU Cost Sharing
Cost Sharing – Check to see whether ASU is required to cost share funds. For additional information about cost sharing and its implications for the project and the PI, please review the Cost Sharing sitelet.
* “Reclamation” in the above example is the sponsor’s name.
Budgetary Restrictions – Sponsors sometimes place restrictions on how funds may be used. In the examples below, each statement deals with carryover of funds from one budget period to another. In one case, the carry forward has been allowed, but how those funds may be used is restricted. In the other scenarios, the sponsors and stating that carryovers from one budget period to another are not automatic. The must be explicitly requested of the sponsor. Carryovers are just one type of budgetary restrictions that may be noted in NOA.
Additional Budgetary Restrictions
Additional Budgetary Restrictions – Other types of restrictions may be related to specific activities within the project. For example, in a case where the award was made prior to receipt of human subjects approval, the sponsor restricted funds allocated to this activity until such time that all approvals where in place. In the other scenario, restrictions prohibit project activities with China.
Other Terms and Conditions
Other Terms and Conditions – When sponsors want to place certain rules or prior approvals upon a project, whether financial or administrative, specific terms and conditions appear in the NOA. These terms and conditions are specific to the award, and supersede general rules that may normally apply to that sponsor’s awards.
Accounting and Reporting Obligations – The PI is responsible for ensuring technical reports are completed on time. The RA is responsible for providing the PI with the timeline for reports due under the award. ORSPA’s AMT will submit financial reports. The RA / Unit should ensure that allowable expenses are posted to the account in a timely manner to facilitate accurate preparation and submission of the financial reports by AMT.
Deliverables – This terms may refer to technical reports, oral presentations, and other work products, which must come out of the project. Failure to complete and submit deliverables according to the timeline established in the award is cause for the sponsor to withhold payment of funds due, delay the aware of future funding, and / or terminate the project.
Payment to the University – PIs / RAs should make themselves aware of the conditions for payment. For example, are there payments that are linked to reports of other deliverables? If yes, it is particularly important that the PI make timely submissions of required items to ensure ASU can receive payment. Also important is the need to ensure allowable expenses are posted as soon as possible, so invoices to the sponsor can recover funds expensed in a timely manner.
Agency Contacts – The Project Officer / Program Officer (PO) is responsible for all programmatic issues. The Grants Management Officer (GMO) is responsible for administrative and fiscal issues. Change requests that require approval from the sponsor typically must come from the GMO, not the PO.