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Set Up


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Sponsored Projects Administration can help…
Your proposal was funded – congratulations! We will help you establish your project from award negotiation to account setup. Set Up Project

Sponsors may request additional information before issuing an award.

Prior to issuing an award, some sponsors will request “Just-In-Time” information (JIT). JIT information typically includes current and pending support information and research compliance approvals, but can include detailed or revised budgets or requests for other information. Typically, the sponsor requests that this information be signed by or emailed from an Authorized Institutional Official, indicating institutional endorsement. If you have any questions concerning JIT information for a specific sponsor, please contact your SPA representative.

If you need access to your funds in order to start your project before your official award document is here, you may be eligible to enter into either a pre-award or a pending award situation.

In both instances, UGA will front you 25 percent of the funds to get you started while we wait for the award document to be finalized. Pre- and pending awards are entered into at the risk of the department and require dean and department head approval via the Administrative Action Request Form. If the award is not made for any reason, the department must cover the costs incurred on the project. For more information, contact your SPA representative.

If your project involves the use of human subjects, animals, hazardous materials, foreign locations, foreign nationals, conflicts of interest, or required training, you will need to work with the Office of Research Compliance.

As subject matter experts, Office of Research Compliance professional staff interpret the regulations, guidelines, and policies to develop internal recommendations and programs specific to UGA’s research and culture. The goal of the Office of Research Compliance is to reduce administrative burden while fortifying the institutional culture of compliance. It seeks to cultivate partnerships with academic colleagues to promote responsibility and integrity in the conduct of research.

You’ve just received your official written notice of your award. Now what?

Award document

When you receive an award document, share it with your SPA representative as soon as possible. They will review it and administratively set up the award in the Grants Portal. If the award document needs to be negotiated, Sponsored Projects Administration will handle that. If we need any information – revised budgets, subcontract documents, compliance approvals, or certifications – we will contact you through the Grants Portal. Account numbers are assigned by Sponsored Projects Administration once all award and compliance documents are obtained.

Internal accounts

A secondary internal UGA account can be assigned to one or more co-PIs of a given project. Internal accounts allow for management and tracking of budgets and expenditures for each of the project’s internal sub-parts. If you would like an internal account set up for the co-PI on your project, contact your SPA representative with a budget and we can get one started for you.

UGA uses an online system, the Grants Portal, to set up and negotiate awards and subcontracts for sponsored projects.

All types of awards can be found in the Grants Portal, including grants, contracts, cooperative agreements, MOUs, MOAs, etc.  An overview of the Grants Portal and its functionality can be found here (slide show about portal). Training on the Grants Portal is also available each semester at Training and Development, as well as upon request for departments or small groups. Please contact your SPA representative to set something up or if you have any questions.

UGA offers training to assist researchers and research administrators.

Training on Compliances

Approval on compliances, including Biosafety, Animal Care and Use, and Human Subjects, is available through the Office of Research Compliance Training Core.

Research Administration Training

The General Resources for the Administration of Sponsored Projects (GRASP) training series is offered every semester through Training & Development. GRASP series deal specifically with research administration from proposal development and review all the way through closeout. The GRASP Classes specifically include sessions on awarding and project set up. Search for classes in the category “GRASP” to see all the classes in the series or check out the SPA training calendar for upcoming dates.