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Award Setup
Award setup is the process by which financial accounts for sponsor-funded grants and contracts are created within the university’s financial system, the Enterprise Accounting System (EAS). EAS supports the posting of expenditures, invoicing, financial reporting, and the overall tracking of sponsored funds. Award setup is a critical step that enables the university to begin spending sponsor funds and ensures that expenditures are properly tracked and reported. This process is fully managed by the Office of Sponsored Projects (OSP) Award Setup Analysts.
Process
- A new award is set up once the execution of the final award agreement has been completed per the sponsor guidelines, either unilaterally by the sponsor or bilaterally after Contracts Negotiation and Award Acceptance.
- Award Document Review
- The OSP Award Setup Analyst reviews all award documents for:
- Programmatic deliverables
- Invoicing requirements
- Financial reporting obligations
- Compliance prerequisites
- The OSP Award Setup Analyst reviews all award documents for:
- Data Entry & System Integration
- The OSP Award Setup Analyst enters information into myResearch to initiate account setup.
- A Project/Task/Award (PTA) number and a Banner Index number are generated for use in expense tracking and payroll labor distributions.
- myResearch, EAS, and Banner systems interface to ensure data synchronization.
- Initial Quality Check
- The OSP Award Setup Analyst conducts an initial quality check to confirm proper functionality and compliance across systems.
- Account Activation
- A system-generated email from EAS containing the PTA numbers is sent to the Principal Investigator (PI). The OSP Award Setup Analyst also sends an email to the Department Contact notifying them of the PTA number.
- Spending may begin once account creation is confirmed.
- Secondary Review
- Grants and Contracts Accounting Services (GCAS) conducts a second Quality Assurance review within 24 hours of account activation.
- In some circumstances, an award can be set up before the execution of a final award agreement. The Principal Investigator (PI) may check that required conditions for an administrative establishment are met and discuss the option with an Award Management SPA.
- Data Entry & System Integration
- The OSP Award Setup Analyst enters information into myResearch to initiate account setup.
- A Project/Task/Award (PTA) number and a Banner Index number are generated for use in expense tracking and payroll labor distributions.
- myResearch, EAS, and Banner systems interface to ensure data synchronization.
- Initial Quality Check
- The OSP Award Setup Analyst conducts an initial quality check to confirm proper functionality and compliance across systems.
- Account Creation
- A system-generated email from EAS containing the PTA numbers is sent to the Principal Investigator (PI). The OSP Award Setup Analyst also sends an email to the Department Contact notifying them of the PTA number.
- Spending may begin once account creation is confirmed.
- The award status will be at-risk until the award is fully executed.
- Secondary Review
- Grants and Contracts Accounting Services (GCAS) conducts a second Quality Assurance review within 24 hours of account activation.
- Account Activation
- Once the fully executed agreement is received, an Award Setup Analyst will review the agreement, make any necessary updates to the award, and change the status to active.
Resources
- Cost Sharing Policy for Sponsored Projects
- Award Management and Closeout Policy
- GCAS Financial Reports and Invoices FAQs
Frequently Asked Questions
- What is the typical timeline for award setup once an agreement is fully executed?
Award setup is typically completed within 3–5 business days after all required documentation is received and compliance checks are complete. Complex agreements or missing documents may extend this timeline.
- Who is responsible for initiating the award setup process?
The Office of Sponsored Projects (OSP) initiates award setup once the award notification is received and the agreement has been fully executed and accepted by the university.
- What is an award notification and why is it required for award setup?
An award notification is a document from the sponsor confirming that a proposal has been approved for funding. Commonly referred to as:
- Notice of Grant Award (NOGA)
- Grant Award Notification (GAN)
- Letter of Authorization
- Award letter or agreement
OSP reviews all terms and conditions upon receipt. Once fully executed and accepted by the university, the award account setup can begin.
- What documents and/or conditions are required for award setup to take place?
- A fully executed award agreement
- A completed proposal packet
- A budget that matches the awarded amount
- Budgets should delineate the major expense categories and any burdened categories such as fringe benefit and indirect costs
- Projects involving multiple schools should have a budget that accurately reflects the expenses of each department separately
- A fully approved cost share component (if applicable)
- Successful completion of compliance requirements (e.g., FCOI)
- PI access to EAS
- When can I start spending on my award?
Spending can begin once the account is fully set up, quality checked, and the PTA number is distributed to the PI or award manager.
- What happens if the budget doesn’t match the awarded amount?
If the awarded amount differs from the proposed budget by 20% or less, the Award Setup Analyst will revise the budget as part of the setup process. If the change exceeds 20%, the Award Setup Analyst will notify the department contact and PI, and the department must submit a revised budget within the award record in myResearch before the award can be set up.
- Why is selecting the correct award type important?
Choosing the correct award template ensures that financial reporting, invoicing, and fund management align with both sponsor requirements and university policy. Misclassification could lead to compliance risks or delayed payments, therefore any awards with incorrect template types are closed down and re-set up.
- How do I know what my award type is?
Your award type is specified in the official award notification you receive from OSP when your PTA number is established. You can also find this information in the myResearch portal.
- I cannot find my PTA number. What should I do?
Your PTA number is included in the system-generated award notification email from EAS. You can also find it by looking up your award in the myResearch portal. If you still cannot find it, contact your Research Support Team (RST) for assistance.
- Where can I use my PTA number?
The PTA number is used to identify your award for financial transactions and reporting in university systems, including myResearch, EAS, and PI Dashboard.