Post Award Services and Support
Overview
Our mission and structure
Post Award is committed to provide timely, accurate, and courteous assistance to our faculty, external sponsors and other University personnel. We assist our customers in exercising good fiscal management practices for the administration of externally funded sponsored programs at Purdue University during the lifecycle from establishment to closeout. We provide expertise to interpret guidelines and promote compliance with sponsor and University policies.
Our service-level agreement
Post Award Research Administrators provide services which include but are not limited to:
- Award establishment, management, and closeout
- Administrative and financial assistance for faculty, researchers, and business offices
- Partnership with the business offices on all sponsored project related activities
- Guidance on sponsor specific guidelines and regulations
- Guidance on OMB Uniform Guidance 2 CFR Part 200
- Invoicing sponsors, drawdown letter of credit and follow up on collections of past due invoices
- Work with partnering institutions to secure all necessary subcontract documentation if the documentation is not collected during the Pre-award process.
- Collaborate with other university staff as appropriate
- Prepare and submit financial and property reports and assist with electronic submission of technical reports
- Review budgets, cost sharing and related documentation
Post Award Research Administrators provide oversight and compliance services which include but are not limited to:
- Assure all regulatory requirements and export control issues are identified and contain appropriate disclosures and approvals
- Review award document for requirements and highlight key issues for faculty and business offices
- Facilitate the establishment of agreements with and the payment of subrecipients
- Work closely with business office staff to ensure all cost share commitments are met
Processing Timeline
Our Pledge for Service Delivery
Process timeline expectation for service delivery is listed in the table below. The number of days noted for each task are business days.
https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf
Task | Timeframe (1) |
---|---|
Grant Establishment
|
Completed within 5 -7 business days of receiving the award/contract in Post Award. Release is dependent on Regulatory/Compliance approval. |
Budget Establishment
|
Budgets will be completed within 5 business days of receipt from business office for sponsor only budgets |
Subrecipient Establishment
|
Request for subcontract will be forwarded to Contracting within 3 business days of receipt of all subcontract documents. This assumes that no Research Quality Assurance (RQA) review is required. |
Subrecipient Invoices
|
The invoice will be processed and workflow to the PI within 5 business days of receipt of the invoice in Post Award. Invoices should be paid with the approval of the PI within 30 calendar days of receipt of invoice |
Notice to Proceed (NTP)
|
Grant will be established within 5 business days. Dependent upon Regulatory/Compliance approval. |
PriorApproval – Internal and External
|
Submitted to sponsor or approved internally within 3 business days or by sponsor deadline. |
Administrative/NCE Amendment
|
Submitted to sponsor for signature or sent to Award Setup team for processing in 2-3 business days. |
Process Administrative/NCE Amendments in SAP
|
Completed within 3 business days of receiving fully executed amendment. Release is dependent upon Regulatory/Compliance approval. |
Financial Amendments
|
Submitted to sponsor for signature or sent to Award Setup team for processing in 2-3 business days. |
Process Financial Amendments in SAP
|
Completed within 3 business days of receiving fully executed amendment. Release is dependent upon Regulatory/Compliance approval. |
Payments received (Lockbox and LOC) |
Deposit within 1 business day |
Sponsored Program Checks received |
Deposit within 5 business days |
Generate invoices
|
By the of the current month |
Account Management reports |
By end of the current month |
Sponsor Required Reports
|
By sponsor due dates |
NIH Research Performance Progress Report (RPPR)
|
RPPR should be submitted to Post Award at least 5 business days before it is due for a full Post Award review. All reports that are ready for SRO approval will be submitted by the sponsor due date. |
Closeout |
By sponsor due date or 120 days from project end date |
Email Inquiries |
Respond within 2 business days |
Additional Services
- Meet with business offices and/or faculty to discuss the management of the project at the start or anytime during the life of the project. To set up a meeting contact the Research Administration Manager from the sponsored area related to the project https://www.purdue.edu/business/sps/postaward/sponsors/index.html.
- Send letter to congratulate all faculty who have received their first award along with an invitation to meet with an SPS Research Manager.
- Attend kick off meetings with sponsors (if requested) to provide feedback on financial aspects of managing the awards.
- Provide guidance of allowability and allocability based on our knowledge of the sponsors, OMB Uniform Guidance and University policies.
- Assist with submission of RPPRs, Technical Reports that need financial data to be included and Invention Reports.
- Send reminder emails on annual and final technical reports when tied to a payment.
- Assist with questions that may come up on a proposal, management of an award, and/or the negotiation of the award or account. Post award can assist Pre-Award and Contracting on Request for Proposal terms and Contractual Terms and Conditions as it relates to the OMB Uniform Guidance and Purdue Policy.
- Provide AIMS training and assistance as needed.
- Prepare and submit amendments for time extensions and funding increases on Non-Federal awards.
- Manage internally funded proposals offered through the Provost, Cancer Center and EVPRP.
Special Circumstances
Post Award should be consulted as needed on any administrative or financial action throughout the life of a sponsored project. The Post Award area provides support via specific task-based teams:
- Account Management Team (spsacctmgmt@purdue.edu) Account Setup Team (setup@groups.purdue.edu)
- Launch Team (spslaunch@purdue.edu, spsjit@purdue.edu)
- Subaward Team (subaward@purdue.edu)
- Finance (Invoicing) Team (spscash@purdue.edu)
- Letter of Credit/Financial Reporting Team (spsar@purdue.edu)
- Closeout Team (closeout@groups.purdue.edu)
To learn more about our services, visit:
Post Award Services (SPS): www.purdue.edu/business/sps/postaward