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Notice of Award/Account Set Up Procedures

WHEN A NOTICE OF AWARD IS RECEIVED

The first formal indication that a sponsored research award has been funded is usually in the form of an agency Notice of Award (NOA). This notice is sent directly to the OSP. The NOA will include:

• Dates of the budget period or other specified funding period.

• The amount of the funds authorized for obligation by the sponsor during the period indicated.

• Special terms and conditions binding upon the award.

• Outline all general terms applicable to the award.

• An additional notification will be a schedule for filing technical and financial reports.

Verbal notification from a sponsor is not sufficient for the College to authorize work to proceed. Under most circumstances the NOA must be received by the OSP before the project can begin or anticipated funds may be expended.

HOW YOU’LL BE NOTIFIED - INTERNAL NOTICE OF AWARD SENT OUT

A Pre-Award Grant Officer will email the following information to the Principal Investigator, Department Grant Manager and the OSP, Sponsored Research Manager responsible for that department:

• The budget, period of award, title of project and dollars awarded.

• Copy of restrictions/prohibitions to the award and other information that is of special consideration.

• Either an electronic or a scanned copy of the Notice of Award will be sent to the Department Grant Manager.

ACCOUNT SET-UP

PTAEO (also known as PTA) Accounts are used for Sponsored Research Awards, PTAEO stands for Project, Task, Award, Expenditure Type and Organization Number (every department has a distinct Org Number).

If an Advance Account Request Form has been received by OSP, a Pre-Award PTA Account is set up if we have the following information from the department:

• Routing Form, Proposal and Budget

• Human Subjects (IRB/CPHS) Approval (if applicable)

• Animal (IACUC) Approval (if applicable)

Once the Pre-Award Grant Officer emails the Principal Investigator, Department Grant Manager and OSP Sponsored Research Manager for that department a copy of the Notice of Award, a PTA Account is set up if we have the following information from the department:

• Routing Form, Proposal and Budget

• Human Subjects (IRB/CPHS) Approval (if applicable)

• Animal (IACUC) Approval (if applicable)

BUDGET TEMPLATES

The Office of Sponsored Projects will be responsible for assigning Expenditure Types based on the awarded budget categories. Department Grant Managers will no longer need to send Budget Templates to our office.

NIH Modular Grants

If we receive an NIH Modular Grant, the OSP Sponsored Research Manager will budget Direct Costs into Expenditure Type 8400A and Indirect Costs into Expenditure Type 8511A (if on-campus) or 8512A (if off-campus).

If there are Subawards on the NIH Modular Grant, the OSP Sponsored Research Manager will contact the Department Grant Manager to determine which Subaward Expenditure Types to use starting with Expenditure Type 7792A.

NIH Program Project Grants

If we receive an NIH Program Project Grant, the OSP Sponsored Research Manager will contact the Department Grant Manager to determine how many PTA Accounts need to be set up and the amount to budget (including assignment of Expenditure Types) for each account.

All Other Grant or Contract Awards

For all other Grant and Contract Awards, the OSP Sponsored Research Manager will assign general Expenditure Types based on the awarded budget categories. Please note Expenditure Types marked Budget Only are only used for budget purposes, actual transactions should not be put against Budget Only Expenditure Types.

Cost Share

If we receive an award that includes cost sharing, the OSP Sponsored Research Manager will assign Expenditure Types for the cost share budget categories listed on the routing form/proposal. If clarification is needed, the OSP Sponsored Research Manager will contact the Department Grant Manager.

The OSP Sponsored Research Manager will fill out a standard Budget Template which assigns Expenditure Type Codes to the awarded budget categories on that particular project.

Here is a list of the standard Expenditure Type Codes that will be used by OSP:

  • 6000A All Salaries (Budget Only)
  • 6500A All Fringe Benefits (Budget Only)
  • 7038A Equipment under $5,000
  • 7119A Equipment over $5,000
  • 7400A Supplies (Budget Only)
  • 8110A Travel Foreign - If allowable (Budget Only)
  • 8140A Travel Domestic (Budget Only)
  • 8511A On-Campus Indirect Costs
  • OR
  • 8512A Off-Campus Indirect Costs

SUB-ACCOUNT SET UP

Sub-accounts are typically set up when multiple Principal Investigators or multiple Departments are involved on the same sponsored research award.

WHEN PTA ACCOUNTS STAY THE SAME/CHANGE

The PTA Account stays the same or changes if the following scenarios apply:

• If a non-competing renewal and sponsor allows automatic carryover, the PTA Account string will be the same for each non-competing renewal budget period.

• If a non-competing renewal and sponsor does not allow automatic carryover (prior approval from the sponsor is required) or sponsor requires an annual expenditure report, the Project Number (example 500243) in the PTA Account string will change each year for the non-competing renewal budget period.

• If a non-competing renewal and sponsor requires a final expenditure report at the end of each non-competing renewal budget period or sponsor changes their award number, the entire PTA Account string will change yearly.

• If a competing renewal, the entire PTA Account string will change.

• If there is a unique set of circumstances that affect the PTA Account string set up, your OSP Sponsored Research Manager will contact you and discuss.

DETERMINING THE AWARD NUMBER TO USE WHEN SETTING UP A PTA ACCOUNT 

The Award portion of the PTA Account string represents how we receive payments from the sponsor, the following are the different ways we receive payments from the sponsor:

• Letter of Credit, the Award portion of the PTA Account string would be L00XXX.

• Billed, the Award portion of the PTA Account string would be B00XXX.

• Payment Schedule, the Award portion of the PTA Account string would be P00XXX.

Last Updated: 6/6/11