Establishing a Sponsored Award Project
REG 10.05.5
Authority: Vice Chancellor for Finance
and Business
History: First Issued: July 1, 2002. Last Revised: March 3, 2004. Additional
History Information.
Contact Info: Assistant Director, Systems and Compliance, (919) 515-8018,
Office of Contracts
and Grants.
1. Introduction
The Office of Contracts and Grants establishes new sponsored award projects
within the Ledger 5 range. A project can be established based on receipt of
the "Notice of Sponsored Award" which is issued by the Office of
Sponsored Programs and Regulatory Compliance Services or the college/unit
can select the option of using the Request For New Project For a Contract,
Grant, or Agreement (Form BA-148). The Office of Contracts and Grants must
have a budget that agrees with the total awarded amount before a project can
be established.
2. Procedure for establishing a sponsored project based on receipt of
the Notice of Sponsored Award
The Office of Sponsored Programs and Regulatory Compliance Services (SPARCS)
will provide the Office of Contracts and Grants (C&G) with two copies
of each Notice of Sponsored Award (C&G's copy and the College Administrative
Office's copy). The majority of the Colleges/Schools/Units receiving sponsored
awards use this automatic project set up process. The documents in the award
package will be reviewed for completeness in order to establish the new project
within three (3) working days of the date the award package is received in
C&G. The Office of Contracts and Grants will provide specific project
information on the front of the award notice. The college's copy of the award
package with the new project number will be forwarded to the College Administrative
Office.
3. Establishing a sponsored project based on receipt of the BA-148 Form
The BA-148 form must be completed and forwarded to the Office of Contracts
and Grants upon receipt of the Notice of Sponsored Award. The request must
be signed by the individual responsible for the project and supported by approval
of the College Dean/designee and Department Head, if he/she is not the responsible
person. The Office of Contracts and Grants will notify the requestor of approval
of the request and the new project number, using the bottom half of Form BA-148.
4. Establishing a pre-award sponsored project based on receipt of the BA-148
Form
The BA-148 form should be completed and noted as a "pre-award"
request. The request must be signed by the individual responsible for the
project and supported by approval of the College Dean/designee and Department
Head, if he/she is not the responsible person. These requests are forwarded
to Sponsored Programs and Regulatory Compliance Services for approval and
attachment of relevant proposal information. The Office of Contracts and Grants
will notify the requestor of approval of the request and the new project number,
using the bottom half of Form BA-148.
Requests for establishment of "pre-award" projects should only
be used when actual receipt of a signed agreement is delayed due to contractual
issues or reasons beyond the control of the University and award is imminent.
To obtain the BA-148 form and instructions for completion, please go to the
Contracts and Grants
website at http://www7.acs.ncsu.edu/cng/forms/.
