In the previous issue of Prescience (March/April 2006) I discussed the pre-award grant process (the steps involved in proposal development and submission). What happens to that proposal once the agency makes a funding decision constitutes the post-award process.

While the pre-award process is largely driven by the PI, the post-award process involves administrative officials at the funding agency (sponsor) and the MU Office of Sponsored Programs Administration (OSPA). Understanding the post-award process can help to reduce confusion, delays and frustration of PIs.

Ideally, the process proceeds like this:

• OSPA receives the award documents from the sponsor. The documents are scanned and sent electronically to the appropriate satellite (Agriculture Building for research proposals, Hill Hall for Extension proposals).
• The Grant/Contract Administrator in the satellite office sends a scan of the award to the PI, the PI's fiscal officer, and Liz Bent with a request for approval of the grant’s terms and conditions, i.e. “Can we still do this scope of work for this budget?”
• With approval of the PI and fiscal officer, the award is set up pending negotiations with the sponsor on possible terms and conditions.
• Upon approval of the sponsor and the University, a MOCODE is assigned to the project.

This is not an ideal world, so what are some of the potential pitfalls in the post-award process that can result in delays, confusion and frustration?

• OSPA does not receive the award documents. They are sent to the PI or to an incorrect address.
• The PI does not respond to the e-mail request for approval of the award.
• The sponsor requests terms and conditions that the University cannot approve, and an agreement cannot be reached.

Can you expedite the establishment of a project account if you are notified by the sponsor that the project will be approved, but OSPA and the sponsor have not yet signed off on their official approval? Yes, but use caution.

• If a PI knows a project is going to be funded and has a compelling reason to begin processing the project and incurring costs (hiring employees, for example), the PI may request that OSPA pre-award the proposal.
• To request a pre-award, the PI needs to provide the following: documentation that the sponsor intends to fund the project and an explanation of the compelling reason(s) to make a pre-award.

What is at risk in establishing a pre-award?

• Many sponsors will not cover pre-award costs. Be sure that your sponsor will honor expenses accrued before the award is officially approved.
• If the award comes with terms and conditions that the University cannot approve, the PI and his/her Division risk having to cover the expenses of the project. The Agricultural Experiment Station will not cover these costs for the PI or the Division.
• Should this happen, all expenses can stop immediately EXCEPT those related to subcontracts. Subcontracts with a pre-award account have 30 days prior to termination of their account. Again, the PI is responsible for these costs.

Regards,
Marc