Award & Negotiation Processes
Relevant University Policies
Below are some of the University policies relevant to awarded sponsored projects.
- Review of Compensation Charged to Sponsored Projects - 1M11
- Authorization of Contracts and Leases - 5B1
- University Guidelines Regarding Review and Approval of Externally Funded Projects - 5B2
- Policy Statement Covering Distribution of Indirect Cost Funds from Externally Sponsored Grants and Contracts - 5D1
Award Process
All awards must have a current proposal in KR.
Award Creation Process
- Award created in KR by ORP.
- ORP Review - award reviewed by Budget Office, Institutional Research, Office of Research and Projects and Associate Provost for Research
- New Account Creation
- Step 1 is the approval process: PI, FO delegates, if applicable, and chair of department with KR
- Step 2 is Administrative Accounting creating the account in AIS and all related systems. Administrative Accounting notifies ORP and PI will receive a copy of the notification when BP# is ready to be used.
Awarded Budget Differs from Proposed Budget
If your awarded budget differs from your proposed budget, follow the appropriate process below.
Sponsor Requesting Budget Changes Prior to Award
If a sponsor requests budget changes prior to award,
- Copy your KR proposal
- Work with Pre-Award Services to revise your budget to meet the required changes
- Submit the proposal for routing
- Work with Pre-Award Services to submit the revised budget to the sponsor
Sponsor Awarded Budget Differs from Proposed Budget
If a sponsor awards the project but decreases or increases the budget from what was proposed, ORP will determine if the budget changes needed are simple or complex. This designation will result in the following actions.
Simple Changes
If the changes in the budget are not significant and do not involve changes in personnel, work with Post-Award staff to determine the necessary line item budget changes. Post-Award staff will make the changes within KR Award.
Complex Changes
If the adjusted award amount is significant and/or results in personnel changes, you need to meet with Pre-Award and Post-Award staff to revise the budget. You can request that the Graduate School Office Support Specialist assist in scheduling a meeting. After the budget revisions are determined:
- Copy your KR proposal
- Revise your budget as agreed upon
- Submit the proposal for routing
Negotiation Process
A negotiation in the Negotiation module is always needed for tracking purposes when sending contracts for review and/or signature. In those instances in which a standard contract is received and can be executed without negotiation or without a delay due to lack of a KR institutional proposal, a negotiation is not created.
If a negotiation has been opened, the PI will be notified via email. You may access your NEG by entering in your proposal number and selecting “Medusa” in the actions column.
The Office of Research and Projects will update the Principal Investigator on the status of the negotiation. You may also email [email protected].
Once the negotiation has been closed, the Kuali Research Award will be created.
