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Receiving Awards
The Office of Research Services (ORS) will observe UIC's 2009-2010 Reduced Services Schedule. As such, ORS will be closed from 5:00 PM on Wednesday, December 23, 2009, and will reopen at 8:30 AM on Monday, January 4, 2010.
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ARRA ORS Submission Process
What happens when an award is received?
ORS receives a Notice of Award (NOA) from the sponsor via e-mail, fax or mail. If the awarded amount differs from the requested amount, ORS requests a revised budget from the PI. Once received, ORS forwards the award letter and revised budget to the Office of Grants and Contracts and they set up the account within 10 business days.
To avoid delays in receiving an account:
- Be sure you've submitted a PAF to ORS.
- If you receive the award notice from the sponsor, forward it to ORS for processing.
- Be sure to submit revised budgets in a timely fashion.
Where do I go for help?
It depends on the activity. ORS handles all pre-award and non-financial post-award activities while the Office of Grants & Contracts handles all financial post-award activities. While the two offices work closely together to ensure that appropriate and accurate fiscal information is provided on agency requests, use the table below as a guide.
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Frequently Asked Questions
- How is an award different than a proposal?
- How long will it take for my account to be set up?
- If I receive an award, where should it be sent?
- How are awards handled that need a signature of acceptance?
- How will I know when my account has been set up?
- How do I find a CFDA number?
- How do I close out an award?
- How do I set up an anticipation account?
- What is an IPAS/OPAS?
- I'm always looking for different federal forms, is there one portal where I can search for federal forms for all agencies?
- Where can I go to find out what costs are allowable (or unallowable) on a federal project?
1. How is an award different than a proposal?
A proposal is submitted to request funding from a sponsor. The term
proposal is used simultaneously whether or not the funding to UIC
is received in the form of a grant, contract, cooperative agreement, etc.
An award is the mechanism used by the sponsor to provide funding of
a
proposal. An award can be in the form of a grant, contract, cooperative
agreement, etc.
2. How long will it take for my account to be set up?
If a PAF has been submitted to ORS, ORS will forward the award letter
and revised budget, if necessary, to the Office of Grants and Contracts
and the account will be set up within 10 business days. If you want to
set up an anticipation account to facilitate the process, contact the
Office of Grants and Contracts.
3. If I receive an award, where should it be sent?
The award should be sent to the Office of Research Services with the
associated PAF number referenced.
4. How are awards handled that need a signature of
acceptance?
Once an award that needs a signature of acceptance is received by ORS
it is routed to a contract negotiator to review any terms and conditions
associated with the award. A revised budget may be requested in the process,
if the awarded budget is different from that originally proposed. Once
the award is signed, it is returned to the sponsor. A copy of the award
and budget is sent to the Office of Grants and Contracts for account
set up and a congratulatory letter from the Vice Chancellor for Research
is sent to the PI and other project related personnel.
5. How will I know when my account has been set up?
The Office of Grants and Contracts will send an electronic "internal" notice
of award (NOA) to the business manager and PI.
6. How do I find a CFDA number?
The Catalog of Federal Domestic Assistance (CFDA) number can be found
either by reviewing the program announcement or searching
the official web site.
7. How do I close out an award?
Generally, 30 to 90 days after a project period has ended the PI must
submit a final progress report to the sponsor before an award can be
closed out. Sponsors might also require an additional form, report, final
invention statement, or final financial status report to officially close
out an award. Review the terms & conditions
of your award for specific close out procedures.
Unless it requires institutional endorsement, progress reports can be submitted directly to the sponsor. For final invention statements, bring the form to ORS for countersignature by the Vice Chancellor for Research. For final financial status reports, contact the Office of Grants & Contracts.
8. How do I set up an anticipation account?
An anticipation account is set up through the Office of Grants and Contracts
through the anticipation account approval form. Contact the Office of Grants
and Contracts regarding this activity.
9. What is an IPAS/OPAS?
An IPAS/OPAS is an institutional/organizational prior approval system
used to provide internal approvals for a variety of changes, including
but not limited to: rebudgeting and carry-forward of funds to research
accounts. For questions regarding the form, contact the Office of Grants
and Contracts.
10. I'm always looking for different federal forms,
is there one portal where I can search for federal forms for all agencies?
Yes. Federal
Forms
11. Where can I go to find out what costs are allowable
(or unallowable) on a federal project?
Always review your award or contract terms and conditions first. For
further information, you can visit the Office
of Grants and Contracts web site or search
the Federal Office of Management and Budget (OMB) Circulars that apply
to UIC: A-133 & A-21.
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