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OSRAA typically receives notification of an award once the sponsor has approved the proposal. A contract may already be prepared or is in the process of being prepared. The project can’t begin being administered until OSRAA has received a formal notification of acceptance from the sponsor and in most cases, a bilateral agreement is required. If the Principal Investigator receives a notice, please notify the OSRAA to ensure that a notification has been received by the office as well.
Once all documents are received through the appropriate channels the OSRAA will then be to able to process and distribute the award to the PI and any Co-PI’s.
Most notice of award documents address these points:
ORSAA will establish all necessary information through Banner Financial Information System (FIS) once an award has been accepted. The PI will be notified with all information that was entered into Banner emphasizing the special considerations that the project was directed to take.
Once a grant index is established, the appropriate payroll documents should be processed for each OSU employee to be paid on the project.
Cost share obligations outlined in the proposal and/or award documents must be documented through the Banner financial and payroll systems or through another accepted mechanism for tracking.
Recurring cost share expenses, such as a percentage of effort expended on the project but not paid directly from sponsor funds, must be set up at the onset to avoid corrections and cost-transfers later. Forms reflecting the unique Banner grant number in the Activity Code field should be submitted to Payroll.
Any subawards designated within the proposal must be approved by the agency at the time of the award and must be initiated at the time of the awards establishment through OSRAA. A New Subaward Request Form must be used in order for subawards to be created. Any additional changes made to the Subaward must be processed through OSRAA.
Most awards are made on a "cost-reimbursable" basis and OSU is reimbursed for actual expense incurred. This reimbursement usually takes place on a monthly basis by billing the sponsor or by drawing against a sponsor's letter of credit account. Some awards, usually from private sponsors, are funded by a payment schedule which may include some advance payment.
Occasionally, sponsors may send checks directly to a department or to a PI. Should the PI receive a sponsor check, he/she should deliver it to OSRAA along with identifying information for deposit to the project account. Include with the check the envelope and all documents accompanying the check.