Post-Award Account Setup
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 ORSP with other documentation:
      1. Grant guidelines
      2. Terms & Conditions
    2. If award notification is sent via email, forward to Ann Smith in ORSP, and/or provide web address of appropriate office within sponsoring agency.
    3. If award notice is sent to President'Äôs Office, it will be forwarded to ORSP and PI will be notified via email and be sent a copy of all documents.
  2. Office of Research and 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 ORSP Use Only)
    5. Project Budget using Xavier'Äôs 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'Äôs Office of Human Resources the PAF'Äôs for all Xavier Faculty/Staff who are to be paid from grant
  3. PI revises PAF'Äôs as appropriate
  4. ADP and revised PAF'Äôs should be forwarded to PI'Äôs department head and division 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 ORSP
    1. ORSP 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: ORSP reviews subcontracts wherein Xavier University performs as Subcontractor and Xavier'Äôs PAF'Äôs are revised accordingly (Refer to II.B, C, D above.)

III. Activating the Account

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