Award Management

Fulfilling Sponsor Expectations

Award documents (e.g. Notice of Grant Award) will outline sponsor expectations and will generally reference terms and conditions, timelines for financial and technical reports and deliverables, compliance and other valuable information related to the project.  They may also reference when sponsor approval must be sought for modifications/changes to budgetary/administrative or technical work.  Knowledge of federal guidelines, sponsor referenced documents, and university policies are the responsibility of the Principal Investigator.  The notification or award letter should be reviewed at the time of receipt by the Principal Investigator and his/her assigned research administrator.  For questions related to the terms and conditions of the award, contact the assigned OSR Grant Officer.

Project Account Summary (PAS)

The PI and department will be sent a copy of the Project Account Summary (PAS) once a chart string has been established. The PI and department are responsible for verifying that the information provided in the PAS is consistent with the award documentation.  OSR should be notified if corrections need to be made.  It is important to understand and review the NU Financial structure to make sure only appropriate expenses are charged to the project.  Questions about properly classifying expenditures should be directed to Accounting Services for Research and Sponsored Programs (ASRSP)

Financial Monitoring Resources

The Office of Cost Studies and Accounting Services for Research and Sponsored Programs policies can be a valuable resource to assist with post award financial transaction questions, effort reporting, and compliance activities. Several resources available for monitoring the award are: 
Data integrity within these systems is critically important for reports generated for use by the Principal Investigator, the departments and schools, as well as reports to agencies.  If information does not appear to be accurate, contact OSR, ASRSP, or Cost Studies for updating award information within the applicable system(s).

Modifying Awards

The Electronic Sponsored Projects Requests (ESPR) system can be used to request changes to an award including rebudgeting, opening a new budgetary account, personnel changes, requests for no cost extensions, and endorsement of correspondence to a sponsor.  ESPR is also used for requesting new, continuing, and modifications to subcontracts.  Faculty and research administrators should review the terms and conditions of an award and sponsor policies regarding project modifications such as changes in work scope, changes in personnel or effort, or the extended absence of the PI.  Modifications to an award can be discussed with the OSR Grant Officer to determine appropriate action prior to completion of the ESPR request(s).  If ESPR does not allow for the requested modification, see additional forms available here.

University Endorsement for Correspondence

Correspondence to external funding agencies concerning the administration of sponsored projects requires University endorsement prior to transmittal. Correspondence pertaining to post-award administration is reviewed by the Office for Sponsored Research (OSR) research administrators. Once reviewed, correspondence is endorsed for the University and forwarded to the appropriate funding agency; a copy is also forwarded to the principal investigator (PI). Upon receipt of a response from the funding agency, OSR will notify the PI and the PI's department. Should the nature of the request involve rebudgeting or an extension of time, such action will be performed only after receipt of agency approval.

Cost Sharing

If cost sharing is involved, reference OSR's cost sharing procedures page.

Award Closeout

The terms and conditions of an award should identify the date of all deliverables including the final technical, financial, and property reports and invention statements.  Final Technical Reports are the responsibility of the PI.  If an award requires OSR endorsement, it should be routed through ESPR.  Questions related to final financial and property reports should be directed to ASRSP.
 
 

 

 

Northwestern University - Office for Research

Contact :
Chicago
Arthur Rubloff Building
750 N. Lake Shore Dr., 7th Floor
Chicago, IL 60611
Phone: (312) 503-7955
OSR-Chicago@northwestern.edu
Evanston
1801 Maple St.
2nd Floor, Suite 2410
Evanston, IL 60201-3149
Phone: (847) 491-3003
OSR-Evanston@northwestern.edu