There are a few key steps before you can begin spending:
Notice of Award
A notice of award (NOA) – also referred to as a sponsor notice or award letter – is the notification from a sponsor indicating that a proposal has been funded. NOAs are typically received by the College, although a PD/PI may be notified directly. Faculty and/or staff members who are awarded grants from external funding sources are to immediately share copies of the award announcement, reporting requirements, and deadlines with the Grants Office.
Review of Terms and Conditions
The Grants Office will review any proposed contracts or associated commitments in order to finalize the grant agreement, process payments, and begin the account set up with protocols approved by the Advancement and Treasurer’s Offices.
Grant Launch Meeting
Upon notification of the award, the PI/PD are required to work closely with the Grants Office and the Director of Accounting Services in the Treasurer’s Office to schedule a Grant Launch Meeting. The meeting serves as an opportunity for support staff (administrative assistants, grants office representative, treasurer’s office representative, and any other included services) and the grant management team to do a final review of internal expectations for grant management, create a timeline for future reporting, review procedure for reaching out to the funder, and, most importantly, set up the grant account and adhere to the approved expenditures of budget funds.
Pre-award Spending
It is the PD/PI's responsibility to understand the funding agency's rules and procedures concerning pre-award spending. The PD/PI must also obtain approval from the Dean of the College, the Treasuere’s Office, and the Grants Office prior to beginning to spend grant funds before the actual start date of a grant.