Receiving an Award

UWGB often receives a Notice of Award (NOA) from sponsors via mail, or email. As soon as you receive an award letter from a sponsor please contact the Office of Grants and Research (OGR) and provide the original award document. If the award amount differs from the amount proposed, the OGR will request a revised budget from the Principal Investigator (PI).

Tips to avoid a delay in receiving a project grant number

Since all sponsored proposals require university approval, submit all proposals or applications with assistance of the OGR.
Immediately contact the OGR once a sponsored award is received.
Submit revised budgets in a timely fashion. Delays may halt execution of an award.

Award Set-up

Once an award is fully executed, the Office of Grants and Research (Pre-Award Services) will contact the Controller's Office (Post-Award Services) who will begin the process of establishing a sponsored programs project grant number. The Controller's Office will then schedule a start-up meeting to discuss an awards terms & conditions, reporting, payroll, among other roles & responsibilities. Both the OGR and Controller’s Office are here to assist, but don’t forget, it’s primarily a Principle Investigator’s (PI) responsibility to monitor their sponsored program budget.

Where do I go for help?

It depends on the activity. The OGR handles all pre-award and non-financial post-award activities while the Controller's Office handles all financial post-award activities. While the two offices work closely together to ensure that appropriate and accurate fiscal information is provided on agency requests, use the table below as a guide.

Office of Grants and Research (OGR)

Proposal and budget review
Online submission of proposals
IDC waivers and cost sharing approvals
Requests from sponsors regarding pending and awarded projects
Negotiation, execution, and modification of contracts
Receipt and processing of the Notice of Award
Sign-off for relinquishing documents, grant transfers, and Patent/Invention Statements

Controller's Office

Establish sponsored programs project grant numbers
Day-to-day monitoring of expenditure activity on sponsored programs
Budget modifications
Financial Status Reports
No-cost extensions on grants and contracts
Prior approval requests/notifications, i.e. permission to carry forward funds, change of PI, change of scope, and major re-budgeting

NOTE: Documentation associated with a sponsored award must be received by the University (faculty member, Provost, Office of Grants & Research and Controller’s Office), and an award fully executed, before research may begin or costs incurred. A project grant number isn’t established until an award is fully executed and an entire award packet (proposal & award) is forwarded from our OGR to the Controller's Office.