Synopsis
The term "pre-award spending" refers to authorization from a sponsor to begin spending funds prior to the actual start date of an award, typically up to 90 days prior.
PreAward Procedure
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PROCEDURES: ROLES AND RESPONSIBILITIES
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DEPT
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:: Completes WBS Element Request form and forwards to ORS
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ORS
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:: Determines if Duke has the authority to allow pre-award spending or if prior approval is required from sponsor
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If prior approval is required...
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If prior approval is not required...
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DEPT
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:: Drafts request to sponsor for pre-award spending
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ORS
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:: AD/P reviews request and, if financial risk is low, approves
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ORS
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:: AD/P reviews request and, if appropriate, co-signs/approves
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DEPT
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:: Forwards request to sponsor
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ORS
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:: Receives sponsor's approval and notifies DEPT
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ORS
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:: Authorize OSP to establish a WBS element for the project
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OSP
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:: Establishes WBS element
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DOCUMENTATION: OFFICES OF RECORD
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ORS
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:: Retains copies of any sponsor approvals and Request for Pre-Award Spending letter
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SPECIAL NOTES
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Any request of more than 90 days must have prior sponsor approval. Any expenditures prior to the receipt of the actual award are incurred at the department's risk.
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