 | How do I route a proposal in SPS for approval?
a. Streamlined Review (Required)
Load the following information into the Sponsored Programs System at least three days prior to the proposal mailing deadline.
- Proposal cover sheet and investigator information
- Budget and budget justification
- Any special approvals/proposal information
- Any sponsor forms which contain budgetary information and/or require Authorized Organizational Representative signature
If the proposal is submitted in response to a Request for Proposals (RFP), a copy of the RFP must be loaded or a website must be indicated on the coversheet.
b. Full Review (Optional)
OSP staff is available to review the complete proposal for adherence to sponsor guidelines at the request of PI/PD provided that the proposal is submitted timely (three days for standard proposals/ten days for collaborative, multi-disciplinary, or center proposals) through SPS system. In addition, a complete review of proposals to private entities will be conducted since a "Standard Research Agreement" will be prepared and submitted with the proposal.
Call OSP (8-3386) if you have any questions about SPS proposal routing process.
What is required for cost share/match?
The University has Cost Sharing Guidelines for proposing and documenting cost share. It is important that researchers have an understanding of these guidelines since there has been a renewed emphasis placed on cost sharing and its administration by the Federal government.
What do I need for a subcontractor?
The following documentation is required for each subcontractor. All documentation should be obtained prior to submitting proposal to OSP for review.
- Letter of collaboration signed by the collaborating researcher and the authorized representative for the organization. The letter should include the requested amount and cost share amount, if applicable. See sample letter.
- Scope of work (only required for OSP expanded review)
- Budget and budget justification
- Copy of fringe benefit and indirect cost rate agreement (not required if subcontractor is a university)
Where can I find a list of approved Service Centers?
A list of approved Service Centers is available on the Office of Budget and Planning website. In order to charge sponsored projects for on-campus facilities usage, the facility must be an approved Service Center.
What LSU internal forms do I use?
The New Award and Award Modification Approval Form is used to route new awards, award modifications and requests for award modifications (ex. no-cost extensions, rebudget requests).
The Request for Prior Approval Form is used to route modifications that LSU can be approve internally under "Expanded Authorities". (Also see Post Award Modifications)
Where can I find Sponsor forms?
OSP has created excel spreadsheets for some sponsor budget forms. Other sponsor forms can be found on the respective web sites.
Get University ID numbers for Sponsor cover sheets.
See Section VIII. General Information Required by Agencies of the OSP Guide.
How do I get approval for research involving human subjects, animals, hazardous materials, select agents, etc.?
Each oversight committee has established requirements for obtaining approval. You should contact the committees or persons responsible for approving proposals to discuss requirements for approval. Final approvals by committees are given electronically in SPS.
How do I get approval for extra compensation?
Extra compensation requests require: 1) approval of the department head of the department initiating the request and the department head of the employee's primary home department and their respective deans/directors; 2) approval from Human Resource Management; and 3) approval from the Office of the Vice Chancellor for Research and Economic Development. See PS-43. PI's must upload the justification for extra compensation in SPS prior to routing rheir proposal. Approval for extra compensation is given in SPS.
How do I negotiate/accept an award?
All award documents are forwarded to the Principal Investigator for review. After reviewing the award document, the Principal Investigator must attach an Award and Award Modification Approval Form (AMAF), obtain appropriate signatures and return all documents to the Office of Sponsored Programs. If during the proposal submission process only a streamlined review was conducted by the Office of Sponsored Programs, a complete review of the full proposal is required prior to award acceptance. Principal Investigators must attach a copy of the full proposal submitted to the Sponsor. Any discrepancies between the approved budget and budget justification and the rest of the proposal will be forwarded to the Vice Chancellors for Finance and Administrative Services and Research and Economic Development for appropriate action. Significant errors or unsubstantiated commitments may result in declination of the award by the University.
The Award and Award Modification Approval Form is available on the OSP website. The Principal Investigator should fill out the Award and Award Modification Form electronically and print for routing and signatures. If the funded amount is reduced or increased, the PI must include a revised budget, and a revised scope of work (if applicable).
How do I get a sponsored project account?
When OSP receives a fully-executed award document, it is forwarded along with proposal to Sponsored Program Accounting (SPA). SPA will establish a restricted account number for the project and send a Record of Grant Establishment (RGE) to the PI through the department. To see if an account has been established, you can check the on-line Chart of Accounts (COA). See LSU's Post Award Administration User Manual.
If you need an account number before your agreement is fully executed, you can complete a Request for Tentative Account Number Form, obtain department head approval and forward to OSP (202 Himes Hall). A tentative account should only be established when the PI is sure of funding and all compliance special approvals have been obtained. The department will be responsible for any unallowable charges, or for costs incurred should the project not be funded.
Administering a sponsored project
The Principal Investigator (PI) holds primary responsibility for the technical conduct of the project, and for administrative and budgetary management. The PI is responsible for complying with all contractual obligations, including technical and administrative requirements. PI's should carefully review the terms and conditions of their awards to ensure compliance.
Preparing a subcontract agreement
When an award is received in which a portion is subcontracted, the PI should complete and forward to OSP the Request to Draft Subaward Form. OSP will draft the subcontract and send to PI for review. After reviewing the subaward for accuracy, the PI or his/her designee must prepare a requisition and send the requisition and subcontract agreement to the Purchasing Office. The Purchasing Office will obtain necessary signatures. Thereafter, an executed copy of the subcontract, along with a University purchase order and a notification to commence with the specified subcontract work, will be sent to the subcontractor.
If a modification to the subcontract becomes necessary, the same procedures as specified above are to be applied to the modified subcontract.
Post Award Modifications
During the course of the project it may be necessary to make modifications (ex. no-cost extension, rebudget, change in scope, change PI, etc). All requests to modify a sponsored project must be approved by OSP prior to submission to the Sponsor. PI's should prepare a letter of request, attach the New Award and Award Modification Form and send to OSP for review/approval. Upon approval, OSP will return to PI for transmittal to Sponsor.
Many federal agencies have authorized Universities to approve a number of post award modifications internally using the Institutional Prior Approval System. Agencies can authorize Universities to:
- rebudget
- incur pre-ward costs 90 days prior to award
- initiate a one-time no cost extension up to 12 months
- approve equipment purchases
- carry forward unobligated balances
Modifications that can be approved internally should be routed to OSP using the Request for Prior Approval Form. Upon review and approval, OSP will notify the awarding agency when required and forward request to the Sponsored Program Accounting Office.
Further information regarding post award modifications is available in the LSU Post Award Administration User's Manual. |