Post-Award Guidance

The Office of Sponsored Programs (OSP) will be your chief contact in the post-award phase of your project for questions related to programmatic concerns.

Workflow

Boardroom Back View After an award has been made, changes affecting items such as the budget or the award period are sometimes necessary. While there is some consistency in governmental agency regulations regarding post-award changes, each agency does have its own rules. Awards from non-government sponsors are also governed by rules specific to each sponsor. Therefore, should a post-award change be required, the Project Director (PD) or Principal Investigator (PI) may refer to the sponsor regulations or may contact OSP with specific questions about effecting the change.

Procedural Letter / congratulatory Letter

PIs/PDs will receive a congratulatory letter from OSP that provides the amount, the start and end dates, and next steps on the account create process. The Dean and Department Chair be copied on the letter and information for securing your account number and accessing your grant funds will be outlined.

Awards

Awards from the funding agency to the University must receive prior review of all terms and conditions by OSP, regardless of the type of sponsor. OSP is responsible for negotiating appropriate remedies if an award fits into any of the following categories: 1) it contains provisions that are incompatible with the University's policies on sponsored activities; 2) it is inconsistent with government-wide regulations for universities; 3) it fails to include all the elements agreed upon prior to an award; 4) it requires modification to conform to a PI's/PD's needs. OSP must also have on file the signed Internal Approval Form. The original Notice of Grant Award should be on file in OSP with a copy provided to the PI/PD and GCA.

Compliance

Norfolk State University must comply with applicable statutes, regulations, and approved applications of all agencies in implementing sponsored programs; and it must use funds in accordance with those statutes, regulations and applications. The fiscal and reporting policies of funding agencies under the guidelines referenced in the award require a more detailed management and record keeping system than may be practiced by other units of the University. Audit exceptions could arise, not because of failure to complete activities, but because of inability to provide documentation for achievement of objectives. All sponsored program personnel must follow sponsor policies and procedures even though these may result in additional effort on the part of the personnel.

Compliance with the regulations included in the award will ensure that the program is administered according to sponsor guidelines and will ensure that the University has the documentation that will be needed to successfully demonstrate compliance. The information will also help activity directors administer their activities and accomplish their objectives expeditiously.

Classification of Awards

Awards can be classified in the following categories:

Grants
Contracts
Subcontracts
Cooperative Agreements
Memoranda of Agreements/Memoranda of Understanding

Grants

The term "grant" is commonly used to describe nearly all awards of extramural support for various projects initiated by faculty and staff members. It is a transaction with an agency in which the agency provides funds, property, service or anything of value in order to accomplish a specific goal. The requirements for submitting proposals vary from agency to agency as do grant awards. Generally, grant awards have the following characteristics:

They are made for a particular purpose.
The purposes are specified in writing.
They have a definite program start and end date.
They have a definite budget start and end date.
They typically include restrictions on the use of grant funds and on the reallocation of funds from one budget category to another.
Most agencies require progress reports, program reports, financial reports and, in most instances, technical reports.

Contracts

Contracts are agreements signed by both parties which bind the sponsor to provide funding to a recipient in support of a specific set of activities which include one or more deliverable items. In addition to the above-referenced grant characteristics, contracts typically include the following:

The terms of the contract often are spelled out in greater detail.
The recipient is obligated to perform the work set forth in the contract and to deliver any and all products for which the contract has been awarded.
The contract must be fulfilled regardless of the cost to the University.
The applicant is generally given less latitude to modify the scope of the agreed upon activities and/or the expenditure of funds provided by the contractor.

Cooperative Agreements

A Cooperative Agreement is a transaction with an agency in which the agency provides funds, property, service or anything of value in order to accomplish a specific goal with substantial involvement from the sponsoring government or agency. The Cooperative Agreement consists of the following:

The Award/Signature Page which is signed by the Agency and the Cooperator before it is valid.
The General Terms and Conditions for Grants and Cooperative Agreement.
Assurance of Compliance which includes the Scope of Work, Delivery of Schedule, Budget and Method of Payment.

Memorandum of Agreements (MOA)/Memorandum of Understanding (MOU)

A Memorandum of Agreement or Memorandum of Understanding is an agreement between the University and agency where the University enters into a binding agreement where the roles and contributions of both parties are clearly defined. The memorandum of agreement/Memorandum of Understanding consists of the following:

The date agreement is made,
The identification of the agreeing parties,
The Scope of Services/work,
The budget,
The terms of agreement,
Payment methods, and
Reporting requirements

Subcontracts

A subcontract is a transaction entered into by a supplier, distributor, vendor, or firm that will furnish supplies or services for performance for a prime contractor, another subcontractor or a partner. The subcontract consists of the following:

Identification of the parties involved,
The awarding agency,
The period of performance,
The statement of work,
The budget,
The personnel,
The terms of agreement and
The reporting of requirements.

Negotiations

All awards received by faculty and/or staff as members of NSU are actually made to the University. NSU assumes all financial responsibility and guarantees that the project will be completed. To accept an award, a number of steps are required. First, OSP receives notification that the sponsor wishes to support the project.

For an award, the Principal Investigator/Project Director and Department Head/Director should review the award’s terms and conditions and recommend that the University either accepts it as offered or with changes as outlined in their recommendations.

For a contract, the process begins before an award is made. During pre-negotiations, the sponsor and faculty or staff discuss technical details. The OSP verifies budget details and confirms all rates quoted in the proposal. After this phase, OSP enters into formal negotiations with the sponsor by reviewing the contract’s terms and conditions. After all parties agree upon the contract’s content, the University accepts the award.

Use of Awarded Funds

The assurance that funds will not be used to supplant institutional funds is inherent in the fiscal policies and procedures of the Commonwealth of Virginia and in most sponsors. Under these policies budgeting is executed under a set of strict procedures, and accounting and auditing are likewise executed to assure that all funds are properly assigned and spent. The University is assured by these procedures that it will receive its full budget of State funds and any sponsored programs assigned to it. The University is also compliant with federal and state guidelines.

Account Create Process

Funds are not released to the University until the project’s official start date. This date is predicated upon acceptance of all terms of the award by both parties. Grant start and end dates are set by the sponsor in the award. Contracts are not as predictable since in some cases the start and end dates are specified and in others they are determined by the final signature date. The final signatory may be the University or the sponsor, depending on the contract.

Once the start and end dates are determined, the Post Award Account Create Conference is scheduled between the PI/PD and GCA to begin the process of setting up the account number. The account create package contains all forms needed to create your account. Project expenditures are processed using this assigned unique code which identifies the correct fund. The PI/PD should verify required forms with GCA.

Award Notice

An account number cannot be assigned without an official award notification or signed contract. The award notice will include such information as the start and end date, the amount funded, award number, issuing agency’s name, address, technical/fiscal officer and telephone number, period of performance, title of project, reporting terms and incremental funding dates on multiple-year projects, and the official signature of the contract officer.

Grant Budget Request Form (BU1.5)

The Budget Office and GCA uses the Grant Budget Request Form (BU1.5) to appropriate the award funding in accordance with the approved budget. This form contains objects of expense that are compatible with approved budget and cost accounting standards. Some of the most frequently used object codes are listed below.

64000—General Operating Expenses. This object code includes contractual services, supplies and materials and continuous charges.

61400—Fringe Benefits. This object code includes expenses for employer retirement contributions, salaried state employee insurance, wage earning state employee insurance and medical hospitalization insurance.

61104—Staff Salaries. Includes classified salary costs.

61108—Salaries, Overtime. Includes expenses for hours worked in excess of the normal workweek.

61101—Faculty Administration. Includes expenses for compensation to persons for professional services rendered on a full-time (temporary, restricted, or permanent) basis or a permanent, part-time basis in administrative positions carrying faculty appointment in institutions of higher education.

61009—Teaching Salaries. Salaries, Teaching and Research. Includes expenses for compensation to persons for professional services rendered on a full-time (temporary, restricted, or permanent) basis or a permanent, part-time basis in research and teaching positions carrying faculty appointment in institutions of higher education.

61200—Wages. Includes expenses for general wages, graduate assistant, overtime, student teaching and research part-time, and work study student wages.

63500—Internal Charges. Includes expenses for services provided for cables, facsimile-transmissions, local and long distance telephones and similar telecommunications.

63000—Travel. Includes expenditures for moving and relocation services, personal vehicle travel, public carrier travel, state vehicle travel, subsistence and lodging, and travel supplements and aid.

65000—Transfer Payments. Includes expenditures for awards, contributions, and claims; educational and training assistance; grants and aid; and dedicated and general shared revenue.

67000—Equipment. Includes expenditures for computer, educational, cultural, electronic, photographic, medical, laboratory, motorized, office, specific use, and stationary equipment.

69300—Facilities and Administrative Costs are those costs that benefit common or joint objectives and cannot be identified readily and specifically with a particular sponsored program, instructional activity or other institutional activity. These costs are normal business activities of the University such as utilities, public safety, libraries, building and equipment use and maintenance, accounting, payroll, and academic and sponsored administration.

Budget Narrative

The Budget Narrative is the approved detailed budget from the sponsoring agency. In some instances the funded amount may be increased or decreased from the proposed budget. At this time a revised budget is required.

hr1 form - departmental request for personnel action

All faculty, classified and hourly positions included in the sponsored program budget must have a Departmental Request for Personnel Action or HR1 Form. This form is used to allocate an employee’s pay to various departments. Detailed instructions for completing the HR1 form is included with the form.

The HR1 form is used to hire, rehire, promote or demote personnel on grants and is also used to separate or transfer personnel from grants. This form is used for faculty, staff and students.

PIs/PDs are encouraged to start processing the HR1 form as soon as their account is created.

Employee Grant Contract (Employment Agreement)

Faculty positions paid from a program must be completed and signed by the appropriate Vice President. This contract outlines the position rank/title, salary, the appointment period and any conditions of employment.

Colleague Financials Forms

In order for the PI/PD to purchase items and manage budgets, a Colleague Access Request Form and a Resource Authorization Form, must be executed for them to gain access to the University’s financial system. All forms must be approved by PI/PD supervisory hierarchy and processed through Enterprise Information System (EIS).

Resource Authorization Form - This form is used to set up the PI/PD in Colleague, for the first time.
Access Request Form - When properly completed, this form is used to set up and give designated individuals access to an account. It also establishes the job-running capabilities for the employee. All capability requests are coordinated with the Enterprise Information Systems (EIS) support staff to maintain security.

These forms may be found on the O: drive in the NSU Forms folder. Direct all inquiries regarding these forms to Mrs. Denee Harris of the EIS office on ext. 32353.

Credit Card Application

To make purchasing more efficient, the University has a small purchasing credit card policy. The PI/PD, or his designee, is responsible for making purchases on the account in accordance with established university guidelines. Please contact Procurement to secure procedural instructions.

Program Management

Programmatic Reporting Dates
Reporting requirement specifics can be found in the award terms and conditions which are forwarded to the University with the award notice. Although each sponsor's reporting requirements may vary, it is usually required that a PI/PD prepare and submit interim programmatic reports to document progress on a given project.

All sponsor requirements must be met in a timely manner and the PI/PD is responsible for submitting all reports via the OSP to the agency.

Fiscal Control

Norfolk State University operates and manages all fiscal affairs in accordance with policies and procedures for institutions of higher education as mandated by the Commonwealth of Virginia. The mandated systems include the Higher Education Uniform Accounting System, Commonwealth Accounts Reporting System, the Student Loan System, and the Student Accounts System. The fiscal control of all funds at Norfolk State University is the responsibility of the Vice President for Finance and Administration. Checks and balances are utilized throughout the University system to assure early detection of potential problems.

The University utilizes the services of the Internal Auditor and will continue the Commonwealth of Virginia's annual audit to assure cohesive programming. A set of accounts will be established in the Budget Office to maintain individual control numbers to each award. Within the system each PI and PD will be responsible for the control of his budget and the maintenance of a set of unofficial financial records in his own office to guide daily management. Official records will be maintained and financial reports will be generated by GCA.

Official reports will be computer-generated and distributed to each Director or Investigator for review and approval, prior to submission. The Director is then able to reconcile his office records and the monthly statement to assure the accuracy of each. Directors and Investigators are responsible for conveying errors to the GCA.

Other Controls

It is the responsibility of this office to maintain adequate standards of biological containment for activities involving potential biohazardous materials; to maintain procedures with regards to safeguarding human subjects; and to assure that personnel follow rules and guidelines for the care and use of animals as set forth in the Animal Welfare Act of 1968 and the PHS-NIH Health Extension Act.

All proposals involving the use of biohazardous materials, human subjects and/or animals must be accompanied by a completed application prior to submission to sponsors.

Expenditures

All expenditures must be executed in compliance with Procurement Services policy as detailed in General Purchasing Policy No. 43-14.

Equipment Purchases

Purchases for equipment must be purchased through the University’s Colleague Financials system and must conform to Procurement Services Policy No. 43-14. Please refer to Policy No. 43-14 for further information.

Travel

Purchases for travel must be purchased through the University’s Colleague Financials system and must adhere to the most current Commonwealth of Virginia, Department of Accounts, State Travel Regulations which includes daily per diems for meals and incidental expenses and lodging including taxes and tips. Please refer to University Travel Policies and Procedures No. 41-01 for further information.

Personnel Issues

Policy 35
Use of Leave Time for Classified Employees in Grant Funded Positions
This policy states that during the final stages of the sponsored program, the employee must take all annual leave down to the very minimum prior to the ending date of the sponsored program.

Policy 35 - Policy under revision.

Time and Effort Reports (TER)

Effort is defined as the amount of time spent on a particular activity. It includes the time spent working on a sponsored project in which salary is charged or contributed (cost-share). Faculty effort is expressed as a percentage of the total amount of time spent on work-related activities (instruction, research, etc.) for which the University compensates an individual.

Effort reporting is certification to the granting agencies that the effort charged or cost shared to each award has actually been completed during the performance of the project.

Program Income

Some sponsored projects may generate gross income as a result of the award. Program income includes, but is not limited to: income from fees for services performed, the sale of commodities or items fabricated under an award, license fees, royalties on patents and copyrights, and interest on loans made with award funds. Interest earned on advances of federal funds is not considered program income.

Except as otherwise provided in federal awarding agency regulations or the terms and conditions of an award, program income does not include the receipt of principal on loans, rebates, credits, discounts, or interest earned on any part thereof. Program income should be treated in accordance with NSU’s Program Income Policy.

Unexpended Funds

For continuation or renewal proposals most sponsors require an estimate of unexpended funds and reserve the right to approve the use of those funds for future budget periods. This should be discussed with OSP staff well in advance of a resubmission to determine whether a carry forward request or a no-cost extension is more appropriate.

No Cost Extensions

The OSP encourages all PI/PDs to complete work under their agreement in a timely manner. Therefore we expect all work to be completed within the time specified in the award agreement, however, if the PI/PD needs additional time to complete the work outlined in the proposal a request to extend the project period should be completed. The request should come from the PI/PD in writing or by e-mail to the OSP. Some federal sponsors have delegated the responsibility for approving no-cost extensions for grants to institutions under Expanded Authorities.

OSP must notify the sponsor at least ten (10) days prior to the expiration of the award, and in some cases at least thirty (30) days prior, therefore OSP requires the departmental request at least forty-five (45) days prior. The OSP will notify the sponsor of the extension if approved.

Expanded authorities or waiver of authorities

“Expanded authorities” or “Waiver of Authorities” refers to a limited number of actions that normally require prior approval by the awarding agency but for which the agency has waived its authority and given this authority to the grantee.

Expanded authorities or waiver or authorities is a Federal Agency specific term and does not apply to all grants and never applies to contracts.

Certain changes, however always require prior approval of the awarding agency. These changes impact the project scope of objective. Those changes are:

Change of Principal Investigator or other key personnel
Absence of the PI for more than three months, or a 25 percent reduction in effort spent on the project by the PI or other key personnel;
Transfer of the performance of substantial programmatic work to a third party;
Significant re-budgeting, whether or not the particular expenditures require prior approval;
Need for additional funds;
Other changes specifically cited in the award or in agency-specific guidelines.

If prior approval is required then written approval must be obtained from the Sponsoring Official and all such requests must be from the OSP.

Intellectual Property

The University has adopted an Intellectual Property Procedures policy. The Intellectual Property Procedures can be downloaded for review from the forms page.

Guidelines and Regulations Governing Federal Grants and Contracts

In addition to those items listed above, federal regulations contain provisions for carryover funds, procurement of general support services, insurance on federally owned equipment, public information service costs, publication costs, renovation expenses, and patent costs, among others. The below links provide additional agency guidance:

Best Practices for Navigating System Processes for Post-Award

What To Do Now That You Have Received an Award?

Contact Office of Sponsored Programs (OSP)
Notify your Department Head and Dean
Forward any communication between you and the sponsor to OSP
Fully review the award document
Familiarize yourself with all the sponsor referenced guidance.
Identify all program deliverables (periodic reports, data, statistical needs, schedules, program deliverables, anything unique to your program, etc.)

How to Get Your Sponsored Programs Account Established in NSU’s Financial Management System?

After receiving the Congratulatory letter from OSP

Start-Up meeting with PI/PD, Office of Sponsored Programs (OSP) staff, Grants & Contracts Accounting (GCA) staff and other campus officials as needed.
GCA office will create account number in Financial Management System and load project into Projects Accounting.
GCA will notify you when your account has been created within the system.
Complete and follow the instructions on the Resource Authorization forms. ( OIT Forms )
Complete Colleague Access Request
Complete Colleague Financial
Submit Forms for Approval, as indicated on each form

How to Obtain Access to NSU’s Financial Management System?

Complete and follow the instructions on the Resource Authorization forms. ( OIT Forms )

Complete Colleague Access Request.
Complete Colleague Financial.
Submit Forms for Approval, as indicated on each form.

What to Do If I See Errors on My Project Accounting Report?

If the error is with the loaded amount being different from your agency approved budget and your BU1.5, please contact Grants and Contracts Accounting (GCA) for assistance.
If the error is with someone (Personnel Cost) being charged to your grant or contract that is not a part of your project, send an email to Payroll and GCA with documentation from your Project Accounting Report requesting that error be corrected.
If related to a purchase made in error in Colleague, submit Change Order form to Procurement Services psforms@nsu.edu requesting to remove purchase request.https://www.nsu.edu/procurement/forms/request-for-cancellation-change-of-po-pr.aspx
Be certain to remove request from eProcurement (eVA) if it was entered. https://eva.virginia.gov/

Who Is Responsible for Entering Requisitions for My Recently Awarded Grant or Contract?

Check with your Department Head or Dean to determine who is assigned to process requisitions for your award.

Who Do I Work with for Sole Source Justification

Complete the Sole Source Justification form located at the link below.

https://www.nsu.edu/procurement/forms/sole-source-procurement-non-technology.aspx

https://www.nsu.edu/procurement/forms/sole-source-procurement-technology.aspx

Contact your data entry person for your grant or contract to process the form.
Forward it to your buyer in Procurement Services for processing.

Where Do I Find Rules and Regulations for My Funded Programs?

Review your Award package from your funding agency.
Check the Office of Sponsored Programs (OSP) website or with OSP staff.
Check out the Uniform guidance for overall rules and regulations for program administration.

https://www.nsu.edu/sponsored-programs/pre-award-guidance

What is Time and Effort Reporting and Who Do I Contact for Support?

Time and Effort Reporting is...

Effort is defined as the amount of time spent on a particular activity. It includes the time spent working on a sponsored project in which salary is charged or contributed (cost-share). Faculty and Staff effort is expressed as a percentage of the total amount of time spent on work-related activities (instruction, research, etc., for which the University compensates an individual).

Effort reporting is certification to the granting agencies that the effort charged or cost-shared to each award has been completed during the performance of the project.

https://www.nsu.edu/Office-of-the-President/NSU-Policy-Library/Proposed-Policies/2022/41-21-Time-and-Effort

The Point of Contact (POC) for NSU’s Time and Effort Reporting is Grants and Contracts Accounting (GCA).

What Do I Do if my Time and Effort Report Has Errors?

The Point of Contact (POC) for errors related to Time and Effort Reports is Grants and Contracts Accounting (GCA) and Payroll office. Please contact them directly with your concerns.

I Need a No-Cost Extension, What Do I Do?

The request should come from the PI/PD in writing or by email to the Office of Sponsored Programs (OSP).

Some federal sponsors have delegated the responsibility for approving no-cost extension for grants to institutions under Expanded Authorities. OSP must notify the sponsor at least 30, 45 or 60 days prior to the expiration of the award, and in some cases longer, therefore OSP requires the department request at least forty-five (45) days prior to the award expiration. The OSP will notify the PI/PD if the extension is approved.

I Am Having Trouble Spending My Funds, What Do I Do?

Spend, Spend, Spend!
Determine reason for trouble with spending.
Begin spending as soon as the project is approved, and as much as possible before the project end date.
Contact the OSP for guidance on how to expedite spending to alleviate this concern.

I Need to Change Some of The Funds to Another Category, What Do I Do?

If no change in Scope….

Check your funding agency regulations for your project to ensure it is allowable.
If allowable, complete Budget Line Adjustment (BLA) https://www.nsu.edu/opb/forms
Print a copy of your General Ledger (GL) located in Financial Management and attach it to BLA.
For submission follow the signature hierarchy on the form.

If change in Scope….

If there is a change in scope of work on your project, please follow the above with justification for the change in Scope, once Office of Sponsored Programs receives the BLA, they will determine if they need to contact the funding agency for approval to transfer funds.

I Have Located Items at SAM’s Club, Best Buy or Costco That are Cheaper Than the Vendor, what Documents Do I Need to Make Purchases from Them?

Contact your Buyer in Procurement Services to see if these are allowable vendors (i.e., micro-SWaM, SWaM vendors)
Stop, do not purchase anything, from anyone, that is not on the University’s approved vendor list, none of these are Micro-SWaM or SWaM vendors.

My Partner Wants NSU to Hire All Staff on the Award, What Is Required?

Review your proposal and the budget that was approved by your funding agency and administerthe program according to what is listed in your approved budget.
If your proposal requested NSU hires, complete the NSU hiring process.
If your proposal requested that your partner's hire the personnel, work with them to complete the hiring processes.
Any deviation from what was requested may need the sponsor’s prior approval before any changes are allowed.

Who Can Make Change on Fully Executed Agreements Between Sponsors and the University?

Only the Authorized University Official in the Office of Sponsored Programs can make change and obtain the approval from the University Counsel for fully executed agreements.
PIs/PDs should not try to make changes to executed agreements.
PIs/PDs should not make changes to programs based on conversations with sponsor personnel, unless new guidance is provided in writing and/or in a new fully executed agreement.

How is Reasonable Cost for Travel Determined?

If the specific travel is mentioned and allocated in the budget, the cost should be governed by that amount and should be both reasonable and allowable. The travel should follow the guidelines as outlined on the per diem for the area you will be traveling (see per diem calculator below).
Norfolk State University uses a travel vendor (Covington Travel) to secure competitive ticket pricing for flights, trains and other travel needs, please refer to them.
https://www.gsa.gov/travel/plan-book/per-diem-rates

How Do I Enter Requisitions for Travel?

Ensure funds are available in Travel category (i.e., Participant-Travel or Domestic Travel)
Request Access to Colleague OIT Forms
Contact colleaguetraining@nsu.edu to request training.
Follow the instructions from training to enter travel requisitions and to secure the needed approvals in a timely manner.

How Do I Enter Requisitions for Supplies?

Ensure funds are available in the Supplies category
Request Access to Colleague, complete forms OIT Forms
Contact colleaguetraining@nsu.edu to request training.
Follow the instructions from training to enter supplies and material requisitions and to secure the needed approvals in timely manner.

How Do I Enter Requisitions for Contractual Services?

Ensure funds are available in Contractual Services
Request Access to Colleague, complete forms OIT Form
Verify funds are available in the Contractual Services category.
Contact colleaguetraining@nsu.edu to request training.
Follow the instructions from the training to enter contractual services requisitions and to secure the needed approvals in a timely manner.

How Do I Enter Requisitions for Tuition?

No requests are entered in Colleague by the department for Tuition. The following is required….

Ensure funds are available in appropriate category for tuition (i.e., Participant-Other)
Complete the Scholarship Authorization Form, contact Grants & Contracts Accounting (GCA) for a copy.
Obtain signature of PI/PD.
Submit signed form to GCA for approval and forwarding to Financial Aid for processing.

How Do I enter requisitions for Indirect Cost (IDC)?

Requisitions are not entered for IDC by the departments. The Controller/Financial Services recovers all indirect cost funds that are allowable. IDC is calculated monthly for all grants, contracts and other sponsored programs which allow such costs.
Indirect Cost, Facilities and Administrative Costs are submitted at the proposal stage, made available at the award stage, billed at the billing stage and paid at the reimbursement stage.

If I Am Leaving the University, What Needs to Happen with My Program Before I Leave?

Sponsors require prior approval by the awarding agency to change the PI/PD or other key personnel.

The Office of Sponsored Programs (OSP) must be notified.
Submit Request to Office of Sponsored Programs (OSP)
Sponsors review the credentials of the intended Pi/PD and must grant approval for the replacement PI/PD in writing.
All periodic technical reports must be accounted for.
All purchase requests must be completely processed through the system.
All program-related materials must be properly accounted for.
All program equipment must be properly accounted for, inventoried, and turned into your supervisor, with verification to OSP.
Have An up-to-date report on all deliverables must be provided to OSP as soon as possible.
All requirements identified to PIs/PDs based on sponsor, University and State mandates must be met prior to University clearance.

I Received an Award Check Directly from the Sponsor, What Am I To Do?

Notify the Office of Sponsored Programs immediately after you receive it.
Hand carry the check to Grants and Contacts Accounting (GCA) and their office will prepare it for deposit and loading to your budget.
Please copy the check for your records and forward a copy of the check and any accompanying correspondence to the Office of Sponsored Programs at the same time you are hand delivering the check to GCA.

My Sponsor Told Me I Can Make a Change to My Approved Award, May I Do So?

All sponsor changes must be in written form and only by authorized officials.
Provide documentation you received from the funding agency to the Office of Sponsored Programs (OSP) approving you to make change to program.
OSP will review documentation and notify PI/PD if change is within the University’s policies on sponsored activities and that it remains consistent with government-wide regulations for the University, sponsor, and Commonwealth of Virginia.

How Do I Enter Requisitions for Stipends?

Verify funds have been approved in your budget and are available in the Participant-Stipends category.
Request Access to Colleague (OIT Forms )
Contact colleaguetraining@nsu.edu to request training.
Follow the instructions from the training to enter participant stipend requisitions and to secure the needed approvals in a timely manner.

Who Negotiates Award Terms and Conditions?

For an award, the Principal Investigator/Project Director and Department Head/Director should review the award’s terms and conditions and recommend that the University either accepts it as offered or with changes as outlined in their recommendations to the Office of Sponsored Programs.
As the authorized University officials, the Director and Assistant Director of the Office of Sponsored Programs negotiates terms and conditions for all “post-award” matters with sponsors.