Post Award Services and Support

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.

Post Award Team - Roles and Responsibilities

Our Service-Level Agreement (SLA)

Preamble

This Service-Level Agreement (SLA) defines the scope of services provided by the Sponsored Program Services (SPS) Post Award staff to faculty, researchers, and business offices at Purdue University. The purpose of this agreement is to establish clear expectations for the support and collaboration offered throughout the lifecycle of sponsored projects.

Scope of Services

SPS Post Award is responsible for providing comprehensive support in the administration, financial management, and compliance oversight of sponsored projects from award setup through closeout. Services shall be rendered in accordance with applicable federal, state, sponsor, and University statutes, regulations, and policies.

SPS Post Award will collaborate with business offices and principal investigators to ensure that projects are managed in a timely, accurate, and compliant manner.

Responsibilities

Just In Time (JIT)

Reps & Certs
Revised Budget
Other Support Documents
Assurances
IRB/IACUC Documentation/Approvals.

Award Setup

Establish grant in PERA and SAP
Establish WBSE and Sponsored Program accounts
Ensure all regulatory, compliance, and export control requirements are identified, disclosed, and appropriately approved
Review award documents and highlight key requirements and issues
Monitor Ancillary Reviews
Review and enter budgets
Process amendments in PERA and SAP

Administrative & Financial Support

Provide ongoing administrative and financial assistance to faculty, researchers, and business offices
Partner with business offices on all sponsored project activities
Review budgets, cost sharing, and related documentation
Work with business office staff to ensure all cost share commitments are met
Meet with business offices and/or faculty to discuss project management at initiation or during the project lifecycle. Meetings can be scheduled through the assigned Account Management Administrator ( link)
Attend sponsor kick-off meetings upon request to provide financial guidance
Prepare and submit amendments for time extensions and funding increases on non-federal awards

Compliance & Guidance

Provide guidance on sponsor-specific terms and conditions.
Interpret and advise on OMB Uniform Guidance (2 CFR Part 200) and Purdue policies.
Provide guidance on allowability and allocability of costs.

Sponsor Invoicing

Invoice sponsors, manage letter-of-credit drawdowns.
Follow up on outstanding payments.

Subrecipient Relations

Collaborate with partnering institutions to secure subcontract documentation.
Analyze the Risk of the subrecipient.
Facilitate the establishment of agreements with, and payments to, subrecipients.

Reporting

Prepare and submit financial, patent, and property reports.
Assist with submission of Research Performance Progress Reports (RPPRs), technical reports requiring financial data, and invention reports.

Collaborations

Collaborate with university staff, central offices, and external stakeholders as appropriate.
Provide support on questions related to proposals, award management, or negotiations.

Processing Timeline

Our Pledge for Service Delivery

Process timeline expectation for service delivery is listed in the table below. The meeting of these timelines may be impacted by current staffing levels, workload, absences, or the necessity to receive additional information.

Just in Time (JIT)
Reps & Certs Revised Budget Other Support Documents Assurances IRB/IACUC Documentation/Approvals	Completed by sponsor due date or within 3 business days if not due date given. Reps & Certs can take longer depending on additional departments that need to be involved.
Grant Establishment
Grants established in PERA & SAP Terms & Conditions reviewed Budgets reviewed & posted Ancillary reviews sent to Business Office and PI	PERA and SAP grant completed within 12 business days of receiving the fully executed award/contract. Release is dependent on all required Ancillary Review being completed.
Cost Share Budget Establishment
Review budget template Post budget	Cost Share Budgets will be completed within 5 business days from receipt of checklist from the Setup Team once award processed. Template corrections may be needed which could extend the timeline.
Subrecipient Establishment
All documentation of subcontract is included in the proposal package and a request to create the subcontract is submitted to Contracting Risk Analysis completed Subaward Amendments	Subaward administrator will complete steps then forward to Subaward Officer in 3 business days of receipt of all subcontract documents The Subaward Officer will complete Subaward agreement in 3 business days Subaward Amendments will be prepared and sent to subrecipient in 2 business days
Subrecipient Invoices
Invoice will be reviewed for allowability of cost Processed through Subrecipient Calculator workflow to obtain fiscal and PI approvals	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.
Prior Approval – Internal and External
Equipment/Rebudget/Travel No Cost Extension (NCE)	Submitted to sponsor or approved internally within 3 business days once received from business office.
Rebudgeting
Review & post budget template	Budgets will be completed within 5 business days of receipt from business office for sponsor only budgets. Note: If new WBSE’s are required budgets will be completed once received back from Setup
Administrative/NCE Amendment (AMR)
Confirm all documentation is available Review and sign amendment	Review & sign amendment and submit to sponsor for signature in 3 business days from receipt of amendment or when certifications are obtained Send to Setup team for processing in 3 business days once fully executed
Process Administrative/NCE Amendments
Update Mod in PERA Update grant in SAP	PERA completed within 5 business days of receiving fully executed amendment. Release is dependent upon Regulatory/Compliance approval SAP completed within 5 business days after PERA Mod is approved.
Financial Amendments (AMR)
All documentation is available Review and sign amendment	Review & sign amendment and submit to sponsor for signature in 3 business days from receipt of amendment or when certifications are obtained Send to Setup team for processing in 3 business days once fully executed
Process Financial Amendments
Update grant in PERA Update grant in SAP	Completed within 5 business days of receiving fully executed amendment. Release is dependent upon Regulatory/Compliance approval SAP completed within 5 business days after PERA Mod is approved
Payments received (Lockbox and LOC)
Deposit	Within 1 business day
Sponsored Program Checks received
Deposit	Within 5 business days
Generate invoices
Create invoices and backup documentation as required by sponsor Review charges for allowability Milestones: upon completion of deliverable	By the end of the current month. Note: Begin invoicing once the prior month is financially closed.
Account Management reports
Generate reports	By end of the current month
Sponsor Required Reports
Financial Property Patent MBEWBE	By sponsor due dates
NIH Research Performance Progress Report (RPPR)
Review of budgetary materials Submission of report in Commons	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
All tasks for closeout	By sponsor due date or 120 days from project end date
Email Inquiries
Respond to inquiries	Within 2 business days

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