Post-award Time-frames & Responsibilities

RA Time-frames & Responsibilities
Task_IDTask_NameTimeline_to_CompletionTask_Description
1-1 Proposal Request Form Two business days Once the proposal request form is filled out by the PI or his/her delegate, the RA should reach out about regarding the inquiry in two business days.
1-2 Fund Advance 10 days - 21 days Work with PI to complete the form, route for signatures, and submit to SPO.
1-3 Award Execution Negotiations between SPO and Sponsor. When the award is fully executed, PAS loaded into Phoebe Search.
1-4 Fund Setup 10 days - 21 days Budget loaded in the system by CGA. Budget upload into the different categories is then done by the RA.
1-5a Subaward Setup (Execution) Up to 30 days Collaboration between RA and SPO.
1-5b Subaward Setup (Purchase Order) 10 days Routing through internal BearBuy system to generate a Purchase Order.
1-6 Expense Projections Up to 5 days Assist PIs request in projecting out expenditures until the end of the project period/date specified. Inform PI/dept of projected deficit or overspending.
1-7 Expense Review and Approval 2 days
1-8 Expenses Reconciliation (Monthly) End of the Month Maintain fiscal oversight and management, including monthly reviews, reconciliations, reporting to faculty and projections.
1-9 Sponsor Reporting 5-10 days For annual, standardized federal progress reports, provide courtesy reminders when nearing project year-end date. For financial reports, it is a joint responsibility between CGA, RA, and PI. For financial reports that cannot be generated and submitted solely by CGA (eg. custom reports), RA can provide financial input on reported budget and expenditures.
1-10 Closeouts 10 days Prepare and submit Closeout Certification Form to CGA