Purpose
To identify the roles and responsibilities of those involved in the pre- and post-award processes of charitable grants.
RA – Research Advancement Administrator (ASU unit staff role)
BOM – Business Operations Manager (ASU unit staff role)
DO – Development Officer (ASUF role at unit level)
DOD – Director of Development (ASUF role at unit level)
EP – Enterprise Partners
ASU – Arizona State University
ASUF – Arizona State University Foundation
KE – Knowledge Enterprise
AMT – Award Management Team
FOT – Fiscal Oversight Team
For definitions, see Acronyms and Glossary page.
| Pre-Award | Post-Award | |
|---|---|---|
| ASU Unit Staff (RA, BOM, Finance, etc.) | Review funding guidelines, provide administrative proposal development support. May perform submission. Liaison between PI and ORSPA. | Review award documents and set up unit processes for award expenditures and account monitoring Coordinate necessary changes (e.g., re-budgets, change in PI, etc.) |
| ASUF DO or DOD (Unit Level – Development Officer or Director of Development) | Identification and review of funding opportunities in consultation with Foundation Development and Research and Prospect Management. Proposal development (may be in consultation with Foundation Development) May serve as a liaison between PI/Unit and ASUF. | Set up unit-managed gift accounts in ASUF’s Workday system. |
| ASU Foundation (ASUF) •Corporate Philanthropy •Foundation Development | Identification and review of funding opportunities (private) Proposal development Obtains ASUF signatures on proposal documents. Often serves as liaison between PI/RA/Unit, DOD, and funder. | |
| Charitable Agreement Team | Set up ASUF accounts for sponsored research charitable grants in ASUF’s Workday system Execution of Gift/Charitable Grant Agreements Coordination with KE Research Operations on “red flag” terms and conditions. | Send notification email with ASUF Workday account information Provide a copy of award to KE Research Operations |
| EP Finance Team | Questions for requesting non-ORSPA Gift ID (accounts) | Deposit funds in ASUF’s Workday system Account Balance and general inquiries Prepare Invoice for Sponsor/Donor payments for Charitable (Upon Request) Provide Banking information and wire transfer information Acknowledge receipt of payment (once funds received) Notify PI/Unit when funds arrive for a specific charitable grant (Upon Request) |
| EP Gift Administration | Complete Donor Demographics Record and Post Pledge in Salesforce Record and Post Received Payments in Salesforce Issue Charitable Gift Receipt Link Opportunity to Gift at the time of pledge or payment received Confirms prior awards were received and recorded as intended (Upon Request) | |
| KE Proposal and Negotiation Team (PNT) | Proposal review and approval. May perform submission. May serve as liaison between PI/Unit and Sponsor. Review of red flag items in draft charitable grant agreements, upon request from Charitable Agreements Team. | |
| KE Post-Award Services (AMT and FOT) | Activate ASU sponsored account. Draw funds from ASUF accounts and post to the ASU sponsored account. Follow up with funders, submit award change requests, and submit financial reports directly to funders* |