Setting up an Award
1. Who is notified that a project has been funded? Normally, the sponsor notifies the Office of Sponsored Projects that a project has been funded. However, sometimes the sponsor notifies the PI directly. In such cases, the PI must notify OSP and forward the original award documents. 2. Who reviews the award document? Both the PI and OSP should review the document carefully because the award document defines the relationship among the Smithsonian, the Principal Investigator, and the sponsor and is legally binding. The PI reviews the technical aspects, technical deliverables, and the timeline of the project. OSP reviews the terms and conditions and determines whether the award is a gift or a grant. Please see SD 318, “Externally Funded Grants and Sponsored Projects Contracts” for the difference between a grant, contract, and gift and SD 319, “Interagency Transfers.” 3. Who negotiates the terms and conditions? OSP Grant and Contract Administrators negotiate all terms and conditions of the award with sponsors. OSP negotiates the business terms and conditions to ensure that the Smithsonian can comply, and consults with the PI to ensure that technical provisions of the award are acceptable and in accordance with the proposal. The Director of OSP reserves the right to determine the extent of negotiations with any sponsor to protect the best interests of the Smithsonian. For specific information, please see chapter eight, “Negotiation and Acceptance of Award,” of the PI Guide. 4. What are the responsibilities of the Principal Investigator when accepting an award? When the Smithsonian accepts an award, the Principal Investigator is responsible for the technical and financial management of his or her sponsored project(s). With this responsibility comes the obligation to plan and manage each project with care and diligence, to adhere to all terms and conditions of the award, and to document all expenditures adequately in accordance with sponsor regulations. Effective project management requires coordination and cooperation among the Principal Investigator, the unit or office, the Fund Manager, OSP, and other administrative staff. For specific responsibilities, please see chapter eight, “Negotiation and Acceptance of Award,” and chapter ten, “Financial Administration of Award,” of the PI Guide. The Secretary delegates authority to the Director of OSP to accept grants and contracts on behalf of the Smithsonian Institution. The OSP Director’s signature confirms the Smithsonian’s legal commitment to carry out the project according to the terms and conditions of the award. All awards are reviewed and accepted by OSP. In addition, the Director of OSP signs all awards, amendments, modifications, certifications, and assurances that are required by the sponsor. For more information please see chapter eight, “Negotiation and Acceptance of Award,” of the PI Guide. 6. How does a Principal Investigator know when an award has been established? Once the award has been accepted, an e-mail will be sent to the PI with the following documents:
For specific information, please see chapter eight, “Negotiation and Acceptance of Award,” of the PI Guide. 7. When can the PI begin spending an award? Generally, the PI may begin spending an award only after the award is signed, set up in SI ERP, and the award period has begun (i.e., on or after the award start date). In some circumstances, the PI may need to begin spending an award before it has been signed and set up. In these situations, the PI may ask OSP to approve an advance on the award. For further information, please contact your OSP preaward staff representative and/or see chapter eight, “Negotiation and Acceptance of Award” of the PI Guide and SD 308, “Advances and Investments in Trust-Funded Programs." |