Pre-Award Roles and Responsibility Matrix
| Role/Task | PI & Co-I |
Dept Head & Center Directors |
Deans | Business Office | SPS Pre-Award Services |
|---|---|---|---|---|---|
| Proposal Preparation | |||||
| Assist BO and/or Investigators with proposal preparation | x | ||||
| Review sponsor guidelines | x | x | x | ||
|
Prepare the technical portion of the proposal |
x | x | |||
| Prepare COEUS budget and ensure proper costing | x | ||||
| Confirm COEUS budget matches sponsor budget and justification | x | ||||
| Prepare forms for cost sharing if applicable | x | ||||
| Document unlike circumstances | x | ||||
| Answer Yes/No Questions | x | ||||
| Provide contacts/info re Subcontractors & Collaborators | x | ||||
| Ensure Subcontract statements of work, budget, and budget justification are received and they are approved by the PI | x | x | |||
| Verify COEUS record is complete | x | x | |||
| *Prepare Current & Pending Reports | x | ||||
| Approvals/Compliance | |||||
| Initiate Cost Share Approvals | x | ||||
| Ensures all Cost Share Approvals are obtained | x | x | |||
| Route proposal for academic approvals | x | ||||
| Approve Proposal | x | x | x | x | |
| Provide Institutional Authority on Proposal & Submit Proposals on Behalf of Purdue | x | ||||
| Ensure sponsor guidelines are followed for proposal formatting and submission requirements | x | x | |||
| Ensure proper PI/CO-I and academic signatures are obtained | x | x | |||
|
Obtain subcontractor institutional approval |
x | ||||
|
Verify availability of resources such as equipment/facilities |
x | x | x | ||
|
Ensure conflict of interest managed/identified |
x | x | |||
| Certify academic soundness | x | ||||
| Verify project is compatible with PI’s other commitments | x | ||||
| Verify credit split distribution is appropriate | x | x | |||
| Approve cost sharing commitments | x | x | |||
| Verify project adheres to related college/unit or department/center missions (academic/research goals) | x | x | |||
| **Review Current & Pending for accuracy | x | x | |||
| Ensure compliance with applicable laws, regulations, University rules, and sponsor guidelines | x | ||||
Please check with your department processes. Some Business Offices complete these steps. Sponsor Guidelines should be reviewed by every business office at the time of award.
*Level of Pre-Award support varies by sponsor. Other/Current and Pending Support
**Pre-Award will only verify accuracy of the proposal being submitted at that time. Other/Current and Pending Support
