INITIATING NEW AWARDS AND ACTIVATING OR REVISING GRANT ACCOUNTS

The following procedures should be used to activate, or revise the budget of an account for a new or a continuing grant, contract or cooperative agreement award made to Xavier University.

Post Award Activities

I. Award Letters:

1. Typically, Principal Investigators are informed of terms and conditions of a grant by an award letter from the agency.
   1. If Principal Investigator receives award letter, original and approved budget should be sent to OSP with other documentation:
      1. Grant guidelines
      2. Terms & Conditions
   2. If award notification is sent via email, forward to Ann Smith in OSP, and/or provide web address of appropriate office within sponsoring agency.
   3. If award notice is sent to President’s Office, it will be forwarded to OSP and PI will be notified via email and be sent a copy of all documents.
2. Office of Sponsored Programs will assemble Award Documentation Package, which includes
1. Proposal Clearance Form   
2. Budget
3. Project Information & Budget portion of Routing Form
4. Initiating New Awards And Activating Or Revising Grant Accounts Form (For OSP Use Only)
5. Project Budget using Xavier’s budget codes
6. Package will contain all requisite items on Checklist for Establishing External Funding Projects

II.  Routing of Award Documentation Package

1. PI signs completed Award Documentation Package (ADP)
2. PI requests from Xavier’s  Office of Human Resources the PAF’s for all Xavier Faculty/Staff who are to be paid from grant
3. PI revises PAF’s as appropriate
4. ADP and revised PAF’s should be forwarded to PI’s Chair for signature and to other individuals as necessary to authorize PAF and cost sharing.
5. Names (printed) and signatures of persons authorized to sign expenditure documents should also be included.
6. Entire ADP to be sent to OSP
   1. OSP sends ADP to Office of Grants and Contracts Accounting (OGCA)
   2. ADP becomes official award file
   3. Routing generally takes five (5) working days
      
      Note:  OSP reviews subcontracts wherein Xavier University performs as Subcontractor and Xavier’s PAF’s are revised accordingly (Refer to II.B, C, D above.)

III.  Activating the Account 

1. OSP negotiates and prepares subcontracts from Xavier Awards to other institutions and organizations.
2. OGCA reviews ADP for consistencies with Xavier’s fiscal policies.
   If approved, OGCA assigns grant account(s) number(s)
3. OGCA notifies OSP of new account number(s)
4. Typically takes 3 days
5. OSP notifies PI
6. If multi-component project,  PI notifies each co-investigator of his/her assigned account number
7. OSP distributes copies of completed Routing Form for New Awards, etc. with assigned grant number(s) to
   1. PI
   2. Department Chair
   3. Dean

IV.  Coordination of Submission of Final Reports

CHECKLIST FOR INITIATING NEW AWARDS AND ACTIVATING OR REVISING GRANT ACCOUNTS
(To Be Completed by the Office of Sponsored Programs)
Title of Project:

Principal Investigator:

Funding Agency:

Proposal Number:

_____ Award Letter

_____ Grant Guidelines

_____ Terms and Conditions

_____ Complete Proposal as approved by funding agency

_____ Budget as approved by the funding agency

_____ Personnel Action Forms

_____ Documentation of Approval from appropriate University Review Committees

_____ Institutional Review Board

_____ Institutional Biohazard Committee

_____ Institutional Animal Care and Use Committee

_____ Authorization for Cost Share

_____ Routing Form for New Awards and Establishing/Revising Grant Account