Clarification of Certain Proposal- and Award-Related Actions
Please review the following helpful clarifications in your pursuit of external funding and management of resulting awards.
We hope the following information will be helpful to you in your pursuit of external funding and management of resulting awards.
- Requests for creation of Banner fund numbers in anticipation of externally funded awards should be made in advance of the incurrence of any costs and approved by department heads before submitting to the Office of Sponsored Programs (OSP). More information as well as access to WPI’s “Institute Prior Approval System (IPAS) Form” is available on the OSP Forms, Guidlines, and Related Links page. Supporting documentation from the sponsor that supports your requests should be attached to each request.
- Pre-award costs of up to 90 days can be approved on many federal financial assistance (grant, cooperative agreement) awards with sufficient justification of the need for starting a program early. Pre-award costs incurred prior to the 90-day window are not allowable. Please note that approval of pre-award costs is not guaranteed, so it is important that requests are made as far in advance of the anticipated award start date as possible and that no University funds are spent until approval has been granted. Also, seeking retroactive approval of pre-award costs should be avoided since the intent of the federal “expanded authorities” that allow for such an accommodation is that approval be in place prior to the incurrence of costs. Finally, since there are no guarantees that expected awards will actually materialize, department heads must provide their consent to all pre-award expenses. More on this topic as well as access to WPI’s “Institute Prior Approval System (IPAS) Form” is available on the OSP Forms, Guidlines, and Related Links page.
- No-cost extension requests require the review and approval of the Office of Sponsored Programs prior to submission to sponsors. Some of these requests can be approved unilaterally by OSP when sufficient programmatic justification is received at least 30 days prior to the current award expiration date. Please be sure to include the new expiration date requested, which normally can be up to one year from the current expiration date. Any requests that require sponsor prior approval (federal or otherwise) will be communicated to the sponsor by OSP via one of the electronic systems or via e-mail.
As always, feel free to contact OSP should you have any questions.
Francois D. Lemirez
Office of Sponsored Programs
October 29, 2010