Home Account Setup & Award Administration Roles & Responsibilities Matrix

Account Setup & Award Administration

Roles & Responsibilities Matrix

Award Setup- Getting it Setup
Principal Investigator
Unit/Department
College
OSP
Other Resources
Verify protocol approvals (e.g., IRB, IACUC, Export Control, Biosafety)
Assistance
Assistance
OSP
Enter award and budget data in University systems
OSP
Assign Project Number
OSP
Provide Source Cost Sharing Account Information
Assistance
Primary
Assistance
Set up Cost Sharing Account
Primary
Request a Work-in-Progress (88) Account for Equipment Fabrication
Assistance
Primary
Assistance
Primary
Set up Work in Progress (88) Account for Fabricated Equipment
Primary
Request a Work-in-Progress (88) Account for Equipment Fabrication
Request an Outgoing Subaward to be Initiated
Primary
Assistance
See https://www.research.colostate.edu/osp/subaward/ for processes related to Outgoing Subawards
Initiate an Outgoing Subaward
Primary
Award Administration- Managing the Project
Principal Investigator
Unit/Department
College
OSP
Other Resources
Conduct the research project and provide oversight and stewardship on all research activities
Primary
Initiate Materials Transfer Agreements, if needed
Primary
Assistance
Prepare and finalize Materials Transfer Agreements
Primary
Review programmatic changes to project
Primary
Assistance
Coordinate administrative and award term issue resolutions with sponsor
Primary
Notify OSP of changes to key personnel
Assistance
Primary
Request change of key personnel from sponsor
Primary
Identify need for No-Cost Extensions and submit request to OSP
Primary
Assistance
Review and Submit No-Cost Extension notifications/requests
Assistance
Primary
Notify OSP of anticipated award changes (scope, schedule, etc)
Primary
Assistance
Negotiate award changes (deliverables, schedule, scope)
Primary
In some cases, OSP has delegated this authority to the PI
Provide programmatic deliverables as required, on schedule
Primary
Award Administration- Managing Property
Principal Investigator
Unit/Department
College
OSPOther Resources
Review and understand sponsor's property terms in the award (Each department should have an individual whose job scope includes property liaison.)
Primary
Assistance
For fabrications, submit fabrication request form and new chartfield request to Property Accounting Office (PAO)
Primary
Request prior approval from sponsor for equipment purchases, when required
Primary
Request purchases in Marketplace and attach all relevant documentation
Primary
Procurement Services
Review and OK cost transfers involving equipment and property expenses
Primary
Confirm receipt, functionality, and track government titled equipment purchases
Assistance
Primary
Property Management (BFS)
Continually monitor location/functionality of all equipment. Notify department property administrator of any changes. Department will notify appropriate office.
Primary
Update project records for government titled equipment
Primary
Conduct annual and closeout inventory of government titled equipment
Primary
Assistance
Request disposition of government or university titled equipment at closeout
Primary
Assistance
Prepare and submit property reports to sponsor when needed
Assistance
AssistancePrimary
Award Administration- Certifying Effort
Principal Investigator
Unit/Department
College
OSPOther Resources
Complete effort reports in a timely manner
Primary
Assistance
Unit administrator provides pre-review in eCRT
Track current and pending effort commitments
Assistance
Primary
Ensure compliance with effort reporting policy
Primary
Notify OSP of changes in effort requiring sponsor approval
Primary
Request sponsor approval if effort changes and must have sponsor approval
Primary
Understand and comply with sponsor requirements for notifications regarding changes in personnel activity
Primary
Certify own effort and certifies staff effort or designates someone with a suitable means of verification that the work provided to certify staff
Primary
Communicates with Project Directors on multidisciplinary/multi institutional awards to ensure commitment of activity has been met
Primary
Assistance
Notify department administrators to make accounting adjustments as needed and ensure that minimum mandatory requirements are met
Primary
Provide notifications of reduction or charges in activity to departmental administrators
Primary
Award Administration- Non-Financial Reporting
Principal Investigator
Unit/Department
College
OSP
Other Resources
Identify programmatic reporting requirements and due date and prepare for submission
Assistance
Primary
Annual and final technical report/summary of research; notify OSP of submission
Primary
Assistance
Quarterly, annual, or final property report
Primary
Assistance
Identification and description of new technology, patents, inventions
Primary
Submission of all technology, patent and invention reports
Primary
CSU Ventures
Technology Control Plan reports when required
Primary
Secure & Global Research
Maintain official copies of progress reports
Primary