Pre-Award Phase
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This is when a PI develops a research idea or concept and engages with research lab personnel and departmental contracts and grants analysts in proposal development to work on a grant application for a specific sponsor/funder. |
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At UC Davis, the Sponsored Programs Office (SPO) and the Office of Graduate Studies (OGS) are responsible for reviewing and submitting proposals to external sponsors/funders. Please note that SPO and OGS have a 5-business day rule for review and submission prior to a funding agency’s due date. |
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A Notice of Award (NoA) is issued when a funding agency decides to fund a proposal. SPO and OGS are responsible for award acceptance, review, negotiation and execution on behalf of the UC Regents. A PI (faculty/graduate student) who receives an award notice directly from the funding agency should forward it to SPO or OGS so that the award is appropriately handled. |
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SPO or OGS will upload the executed award notice in CAYUSE SP so that Contracts and Grants Accounting (CGA) can proceed with fund number set-up and assignment. PIs and departmental contracts and grants analysts will receive email notifications from CGA to set up expense accounts for recording financial transactions for the research (see award checklist). |
Post-Award Phase
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The institution has the fiduciary responsibility to ensure that the funding is appropriately used for the performance of the project and the proper use of the funds while the PI (faculty/graduate student) is the primary individual responsible for carrying the scope of the research project. The PI, together with his/her departmental contracts and grants analyst and CGA, must ensure funds are spent in accordance with the approved budget. Project expenses must be allowable, allocable and reasonable. When in doubt, seek and document the funding agency’s prior approval prior to charging the expense to the project. |
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In general, the award close-out process should begin 90 days before the project end date and a PI and his/her departmental contracts and grants analyst will receive email notifications from CGA. A PI and his/her departmental contracts and grants analyst should do a fiscal review of the project’s expenditures and make the necessary corrections. A No Cost Time Extension may be requested if the project’s scope is not yet completed. |