Welcome to Post Award Services

Our mission and structure

Post Award is committed to provide timely, accurate, and courteous assistance to our faculty, external sponsors and other University personnel. We assist our customers in exercising good fiscal management practices for the administration of externally funded sponsored programs at Purdue University during the lifecycle from establishment to closeout. We provide expertise to interpret guidelines and promote compliance with sponsor and University policies.

Our service-level agreement

Post Award Research Administrators provide services which include but are not limited to:

Award establishment, management, and closeout
Administrative and financial assistance for faculty, researchers, and business offices
Guidance on sponsor specific guidelines and regulations
Invoicing sponsors, drawdown letter of credit and follow up on collections of past due invoices
Work with partnering institutions to secure all necessary subcontract documentation if the documentation is not collected during the Pre-award process.
Collaborate with other university staff as appropriate
Prepare and submit financial and property reports and assist with electronic submission of technical reports
Review budgets, cost sharing and related documentation

Post Award Research Administrators provide oversight and compliance services which include but are not limited to:

Assure all regulatory requirements and export control issues are identified and contain appropriate disclosures and approvals
Review award document for requirements and highlight key issues for faculty and business offices
Facilitate the establishment of agreements with and the payment of subrecipients
Work closely with business office staff to ensure all cost share commitments are met

Processing Timeline

Our Pledge for Service Delivery

Process timeline expectation for service delivery is listed in the table below. The number of days noted for each task are business days.

https://www.purdue.edu/business/sps/pdf/Account_Management_Guidelines_for_SPS_Funds.pdf

Task	Timeframe ⁽¹⁾
Grant Establishment Grant master data entered Budget established per the approved sponsor budget or default to unallocated if appropriate Award email sent to Business Office and PI	Completed within 5 business days of receiving the award/contract in Post Award. Release is dependent on Regulatory/Compliance approval.
Budget Establishment Establish additional IO budgets per Business Office request Release of budgets	Sponsor budgets will be completed within 2 business days of receipt from business office for sponsor only budgets, if cost share is committed the sponsor and cost share IO’s will be established within 3 business days.
Subrecipient Establishment All documentation of subcontract is included in the proposal package and a request to create the subcontract is submitted to Contracting IO established Subaward Amendments	Request for subcontract will be forwarded to Contracting within 3 business days of receipt of all subcontract documents. This assumes that no Research Quality Assurance (RQA) review is required. If RQA review is required, allow for up to an additional 2 business days.
SubrecipientInvoices Invoice will be received and processed in Post Award Request sent to PI for approval to pay the subcontract invoice. Forward to AP once approval is granted	The invoice will be processed and forwarded to the PI within 5 business days of receipt of the invoice in Post Award. Invoices should be paid with the approval of the PI within 30 calendar days of receipt of invoice
Notice to Proceed (NTP) All documentation is available in Coeus Receipt of NTP form from Business Office if Department Backed Complete NTP form if University Backed	Grant will be established within 3 business days. Release is dependent upon Regulatory/Compliance approval.
PriorApproval – Internal and External Equipment No Cost Extension (NCE)	Submitted to sponsor or approved internally within 2 business days for federal sponsors and 3 business days for non-federal.
Administrative/NCE Amendment Process amendment request	Completed within 2 business days of receiving fully executed amendment.Release is dependent upon Regulatory/Compliance approval.
Other Amendments (Financial Changes) All documentation is available Process amendment request	Completed within 3 business days of receiving fully executed amendment’ Release is dependent upon Regulatory/Compliance approval.
Payments received (Lockbox and LOC)	Deposit within 1 business day
Sponsored Program Checks received	Deposit within 5 business days
Generate invoices	By the 15^th business day of the month
Account Management reports	By end of the current month
Sponsor Required Reports Financial Property Patent MBEWBE	By sponsor due dates
NIH Research Performance Progress Report (RPPR) Review of budgetary materials Submission of report in Commons	RPPR should be submitted to Post Award at least 5 business days before it is due for a full Post Award review. All reports that are ready for SRO approval will be submitted by the sponsor due date.
Closeout	By sponsor due date or 120 days from project end date
Email Inquiries	Respond within 2 business days

⁽¹⁾Timeframes are based upon current processes at the time this service level agreement is drafted. Updates will need to be made in 2018 to reflect the implementation of BPR.

Additional Services

Meet with business offices and/or faculty to discuss the management of the project at the start or anytime during the life of the project. To set up a meeting contact the Research Administration Manager from the sponsored area related to the project https://www.purdue.edu/business/sps/postaward/sponsors/index.html.
Send letter to congratulate all faculty who have received their first award along with an invitation to meet with an SPS Research Manager.
Attend kick off meetings with sponsors (if requested) to provide feedback on financial aspects of managing the awards.
Provide guidance of allowability and allocability based on our knowledge of the sponsors, OMB Uniform Guidance and University policies.
Assist with submission of RPPRs, Technical Reports that need financial data to be included and Invention Reports.
Send reminder emails on annual and final technical reports when tied to a payment.
Assist with questions that may come up on a proposal, management of an award, and/or the negotiation of the award or account. Post award can assist Pre-Award and Contracting on Request for Proposal terms and Contractual Terms and Conditions as it relates to the OMB Uniform Guidance and Purdue Policy.
Provide AIMS training and assistance as needed.
Prepare and submit amendments for time extensions and funding increases on Non-Federal awards.
Manage internally funded proposals offered through the Provost, Cancer Center and EVPRP.

Special Circumstances

Post Award should be consulted as needed on any administrative or financial action throughout the life of a sponsored project. The Post Award area provides support via sponsor specific teams:

National Science Foundation (NSF)/Department of Health and Human Services (DHHS) spnsfhhs@purdue.edu
Other Federal Government (all federal sponsors excluding NSF & DHHS spsofg@purdue.edu
Non-Federal Sponsors (such as state, industrial, foundation, gifts) spindnfp@purdue.edu; spsstate@purdue.edu
Ag Field Office (USDA, NIFA, Ag Extension, USAID, Foreign Government) agfield@purdue.edu

To learn more about our services, visit:

Post Award Services (SPS): www.purdue.edu/business/sps/postaward