Pre Award Spending
Under limited circumstances, Principal Investigators (PIs) may request authorization to spend funds in support of a sponsored project in advance of receiving a notice of an award from a sponsor if such costs:
The risks, liabilities and limitations associated with pre-award spending must be carefully considered prior to requesting authorization to spend funds in advance of receiving the award.
The direct costs on the requested pre-award index will be covered by the non-grant fund authorized by the Department Head/Chair or a Dean/Director if the award is not made to the University, or if the costs incurred are unallowable under the terms of the actual award.
On the Pre-award Spending Request Form requesting a Pre-award Index which is submitted to SPS, there is a place to enter a dollar amount which reads, "the total direct costs for this request are not anticipated to exceed the following amount."
The Department Head, by signing the Pre-award Spending Request Form, certifies that in the event the award for the project is not actually made to the University, or costs incurred are unallowable under the terms of the actual agreement, the direct costs on the Pre-award index, even if in excess of the anticipated amount of direct costs noted on the Pre-award Spending Request Form by the PI, will be covered by the non-grant fund authorized by the Department Head as the Guarantee Fund/Index."
Pre-award requests involving Contracts:
Under limited circumstances, Principal Investigators (PIs) may request authorization to spend funds in support of a sponsored project that will be funded via a contract in advance of a fully-executed contract signed by both the UO and the Sponsor. Please note:
Reasons for requesting a pre-Award account:
Normally, expenditures may not be charged against sponsored programs before the effective date of a sponsored program award. However, late award receipt may be one reason, for example, for requesting a pre-award account due to delayed receipt of the award by the University.
Several Federal agencies have adopted expanded authority policies that are intended to reduce overhead costs, increase research productivity, and reduce paperwork.
Expanded authority includes the authority granted to the University which waives prior approval by certain Federal Sponsors allowing up to 90 days pre-award costs. Requests for more than 90 days require prior approval. Other Federal and/or non-Federal sponsors may require prior approval for pre-award spending, while other Federal and/or non-Federal sponsors specifically don't allow pre-award spending in advance of the start (or effective) date of the sponsored award.
Contact your Pre-award SPS Sponsored Projects Administrator (SPA) for questions concerning pre-award spending.
To request a pre award index, complete the Pre-Award Spending Form and forward to SPS for review and approval.
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Sponsored Project Services
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