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Award Process at MSU (Archived)

 

OVERVIEW

  • If external funds are awarded, all original copies of the award, plus all attachments, need to be sent to the Office of Sponsored Programs (OSP) for review and processing.
  • OSP reviews, negotiates, and accepts all awards from all agencies.
  • After OSP executes the award (see attachment below), OSP will request that Contract & Grant Administration (CGA) set up an account number and release the information to the PI and department.
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FUNDING MECHANISMS

Grant Agreement: The principal purpose of a grant is to transfer a thing of value where substantial involvement by the granting agency is not expected; typically for the public good.

Cooperative Agreement: The principal purpose of a cooperative agreement is to transfer a thing of value where substantial involvement by the granting agency is expected (gives agency greater control).

Contract: The principal purpose of a contract is to acquire by purchase, lease, or barter, property or services. A contract is a mutually binding legal relationship obligating the seller to furnish the supplies or services and the buyer to pay for them.

Gift: The principal purpose of a gift is to transfer funds to the recipient without any valuable consideration or compensation to the donor.

NOTE: Grants and cooperative agreements are not “procurement contracts”, but they are contracts requiring actions by the recipient, or they would be considered gifts.
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REVIEW AND NEGOTIATION

After an award is received by OSP, it must be reviewed for acceptable terms and conditions.
  • Federal grant agreements are generally awarded using standard terms/conditions and format, and vary little from award to award. Normally agreements do not require negotiation with the funding agency.
  • Federal contracts include Federal Acquisition Regulations (FARs) and take a greater amount of time to review/negotiate as the terms and conditions generally change depending on the type of work and funding agency. Often the terms and conditions for Federal contracts are included in the RFP and must be agreed upon at the time of submitting the proposal (see Proposal Preparation for further information).
  • Non-Federal contracts and agreements come from a variety of funding sources and rarely contain similar language. Due to this, all non-Federal contracts and agreements must be reviewed carefully from beginning to end, and most require negotiation. The negotiation of these types of contracts and agreements can take weeks and even months, depending on the time between communications.
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REQUIRED AWARD MATERIALS

When the eTransmittal was completed for your proposal, you were required to indicate if the research involved any compliance or cost share issues. If “yes” was checked or if cost share was included then additional steps must be taken before an award can be set up completely.

Human Subjects: When “Human Subjects” is checked on the e-transmittal, an approval letter from the Human Research Protection Program (HRPP) is required prior to issuing an account number. The approval or exempt letter should be forwarded to the appropriate OSP section for completion of the account review.

Animal Use: When “Animal Use” is checked on the e-transmittal, an approval letter from the Institutional Animal Care and Use Committee (IACUC) is required prior to issuing an account number. The approval or exempt letter should be forwarded to the appropriate OSP section for completion of the account review.

Cost Share: If cost share is indicated on the transmittal and required in the agreement/contract, the cost share information you supplied with the proposal will be used to set up effort on the project. If you did not include cost share information with your proposal or if the information has changed for any reason, please provide the correct cost share information to OSP so that it may be set up at the time an account number is issued for the project.

DNA: If you checked “Yes” to DNA use, you may be contacted by Environmental Health & Safety (EHS) with questions concerning use of DNA on your project.

Export Controls: Projects involving international partners and/or work in other countries may be subject to export controls. OSP Export Control Procedures provides a list of subject agencies and situations. The Office of Export Control and Trade Sanctions can assist with any export-related questions.

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ASSIGNING PROJECT ACCOUNT NUMBER

Once the agreement/contract has been signed by OSP and all required award materials are received, the APP file is forwarded to CGA for account set-up.  The CGA awards processing team (awards@cga.msu.edu) provides the new MSU account number notification after the account has been activated.  The assigned account number can also be found using the following search instructions.

If an account number is necessary prior to the contract being signed, please review the policy concerning hardship/advance account requests.
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MSU BOARD OF TRUSTEES ACCEPTANCE POLICY

Official award notifications are sent to the Office of Sponsored Programs (OSP), who notify the project leader, department and coordinate acceptance by the Board of Trustees (BOT). Gifts and grants represent a vast resource for the future of Michigan State University and formal acceptance of all gifts and grants is by Board action. A report of the received gifts and grants is presented by the Office of the  Vice President of Research and Graduate Studies to the Board for acceptance at each regular meeting of the Board.
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Category: Operations    Subcategories: MSU, Policy, Proposal, Research

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