Phase in Award Life Cycle
Unit
Investigator /Department
Phase I
Finding Funding
Identifies potential funding sources
Helps investigators identify funding sources & interpret sponsor announcements
 
 
Developing a Proposal
Develops proposal & budget; prepares PAF (proposal approval form)
Helps investigators interpret sponsor guidelines and UIC internal policies & procedures; provides general assistance in proposal & budget development
Assists investigators with complex proposals
 
Phase II
Submitting a Proposal
Submits proposal, budget & PAF to ORS for approval and submission
 
Reviews and approves proposal & budget prior to submission; routes approved proposal based on sponsor policy
 
Phase III
Responds to sponsor requests; obtains any reviews needed (e.g. human or animal subjects); requests Anticipation account if needed
 
Forwards sponsor requests to Investigator / Department; Forwards replies to sponsor
Sets up Anticipation account if requested
If received from sponsor directly, forwards notice of award to ORS; if needed, submits revised budget or other information to ORS
 
Reviews and, if needed, negotiates terms of award; accepts award on University's behalf; notifies Investigator / Department / GCO of award acceptance via Notice of Executed Award
 
Phase IV
Setting Up an Award
Responds to requests from GCO for additional information; Establishes appointments for personnel on award; Initiates payment processes: P-Cards, purchase orders, payroll, etc.; Initiates subcontract / consultant agreements, if needed; Documents & prepares to track committed cost sharing
 
 
Reviews award documents; requests additional information from Department if needed; enters award data into Banner; establishes subaward encumbrances; notifies Investigator / Department of Banner Code Assignment
Conducts project activities; monitors expenditures & corrects errors promptly; monitors subawards; processes subaward invoices & ensures their accuracy; manages effort and cost sharing commitments; requests modifications to award or budget when needed; requests carryover, continuation, or extensions when needed; meets other project requirements & deliverables
 
Communicates with sponsors regarding projects changes needing prior approval (e.g. change in PI, scope, or major re-budgeting); approves no-cost extensions requests
Invoices sponsors per award terms & collects payments; submits financial reports to sponsors per award terms; makes changes to award or budget in Banner; Notified department of awards in overdraft, labor redistributions requiring explanation, expiring anticipation accounts & terminating awards; approves JVs on sponsored funds; advises departments on compliance issues
Completes items on Closeout Checklist, including: reviewing award expenditures; ensuring compliance with award terms; ensuring subawards are finalized; resolving overdrafts; providing cost-share reports; submitting technical reports, forms and / or other project deliverables
 
Signs off on Property Certification, Patent Certification, and Final Invention Statements
Prepares expenditure report for department review; submits final invoice to sponsor; submits final financial report to sponsor; handles unexpended funds as per award terms; closes subaward encumbrances; terminates award in Banner

Resources

Office of the Vice Chancellor for Research (OVCR)
http://research.uic.edu/

Research Development Services (RDS)
http://research.uic.edu/funding

Office of Research Services (ORS)
http://research.uic.edu/sponsored_programs

Office of Business and Financial Services (OBFS)
http://www.obfs.uillinois.edu/

Office of Grants & Contracts (GCO)
http://research.uic.edu/gco