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Notice of Award

When a Notice of Award Is Received from a Sponsor

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 Office of Sponsored Projects.

  • The Sponsor's NOA will include:
    • Budget period dates or other specified funding period
    • The amount of funds awarded by the sponsor
    • Special terms and conditions binding upon the award
    • Outline all general terms applicable to the award
    • Dates various reports are due (i.e. annual progress report, final progress report, final invention...)

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 Office of Sponsored Projects before the project can begin or anticipated funds may be expended.

How You Will Be Notified - Internal Notice of Award Is Sent Out

The Office of Sponsored Projects will send out the following information in an e-mail* to the P.I., Department Grant Administrator and the OSP Grant Manager responsible for the monitoring of that department. That e-mail will contain the following:

  • The Budget Template, assign Expenditure Types to approved budget categories.
  • A pdf copy of the sponsor's Notice of Award which details the funding period, amount funded and restrictions/prohibitions on the award.

*Things that may delay a Notice of Award from the Office of Sponsored Projects:

The Office of Sponsored Projects will place an award on "Hold":

  • If using animals, but no IACUC approval
  • If using human subjects, but no IRB approval
  • If a current Conflict of Interest is not on file for key personnel listed in award (annually)
  • If an Invention Agreement is not on file for key personnel listed in award (one time)

PTAEO Account Is Set Up

The account numbers used for sponsored research awards are called PTAEO Accounts, PTAEO stands for PROJECT, TASK, AWARD, EXPENDITURE TYPE and ORG NUMBER. The Office of Sponsored Projects sets up the PTA portion of the PTAEO Account String. When a department charges expenses to the PTA Account String, they need to assign the appropriate Expenditure Type (expense classification code that consists of 4 numbers and the letter A) and appropriate ORG Number (each department at Dartmouth College has a unique 3 digit Organization Number) to the PTA Account String before submitting the charge for processing.

  • After department sends the Office of Sponsored Projects a completed Budget Template (this is after department receives Notice of Award from the Office of Sponsored Projects) Please note PTAEO Accounts cannot be set up without first receiving a Budget Template from the department.
  • A department requests a Pre-Award PTAEO Account (Pre-Award PTAEO Accounts can be set up if sponsor allows Pre-Award spending or if the Notice of Award from the sponsor is late).

An OSP Grant Manager will be assigned to the project based on OSP Grant Manager's academic or administrative area of responsibility.

  • PTAEO Accounts change annually if:
    • It is a Federal Fellowship Award
    • It is a Federal Training Award
    • The sponsor changes their award number
    • There is no automatic carryover
    • Annual financial report is required

Last Updated: 10/27/09