Customize Your Path

Select all of the following that apply to you and your research project to tailor the topics and resources displayed. Your selections will persist every time you access the site on the same device, until you change or reset the selections.
Your role:
Project inclusions:
Project sponsor or funding:
(seeking funding from or have already secured funding from)
Project managed by:
Topic

Receive the award and start up the project

Need assistance with award or project startup?

Congratulations on receiving a sponsored award! Now what comes next? This page will guide research teams through the steps to take after receiving an award to make adjustments, as needed, and ensure compliance with the terms and agreements of the award.
Central office award acceptance

The appropriate central office will perform the following functions when an award notice is received*:

  • Review the terms and conditions
  • Review the budget
  • Accept on behalf of Duke and returns the fully executed documents to the sponsor, when applicable
  • Distribute the sponsor's award notice, including any attachments to the department and Treasury Billing Services (TBS)
  • Enter the award information and sets the state to Awarded within SPS

* Please note: If the PI receives an award notice directly from a sponsor, the department administrator should contact the appropriate central office to verify that they have also received the award notice.

Initial steps to take
  1. All Key Personnel named in the sponsor notice of award are required to complete the award attestation on myRESEARCHhome. Key Personnel will receive an email directing them to the attestation, or it can be accessed in the “myApprovals” widget in myRESEARCHhome. Lead PIs can also see the completion status for other attestees on the project card in the “Projects” tab of the “myPortfolio” widget.
  2. The principal investigator should review the notice of award and make note of any concerns to discuss with the grants and contracts administrator. The notice of award can be found on the “Projects” tab of the “myPortfolio” widget in myRESEARCHhome. It is helpful to compare the notice of award to the proposal application to determine if any budget or timeline adjustments are needed.
  3. Grants and contracts administrators should compare SAP to master data to ensure the award has been set up correctly. Items needing particular attention include:
    • Special terms and conditions (reporting, spending restrictions, rebudgeting restrictions)
    • Cost sharing and F&A
    • Project start and end dates
  4. The principal investigator and grants and contracts administrator should meet to discuss any adjustments needed. During this meeting, it may also be helpful to discuss:
    • Adjustments needed to the budget
    • Important dates and deadlines for sponsor reporting (and put these on calendars!)
    • Delegation of roles and responsibilities for financial, programmatic, and administrative deliverables
    • Communication and frequency preferences for administrative and financial reports
Initiating subaward agreements

Incoming agreements

Departments should work with the appropriate to central office to initiate a subaward agreement when Duke is a subrecipient under a grant or contract awarded to another institution or entity.

 

Outgoing agreements

When a portion of the scope of work on a sponsored grant or contract is allocated to another organization (the subrecipient) to complete, a subaward agreement needs to be established and managed throughout the award period.

Additional steps for grants and contracts administrators

The next steps for grants and contracts administrators involve appropriately setting up the financial aspects of the award. Information about specific financial management activities are listed below, but it would also be helpful to review the other pages in the Manage Award and Financials stage of myRESEARCHpath for additional award management activities that will occur throughout the project.  
Rebudgets and WBS Elements
Effort management
  • Personnel allocations
    • Ensure that all personnel have been allocated properly to the award code. Guidance around Duke Appointments, institutional base salary (IBS), nine month appointments and summer supplements, stipends and non-comp, G90, and minimum and maximum effort can be found in the subpages of the Manage effort and payroll page.
    • Work with the administrators in the corresponding department, center, or institute for internal collaborators that are outside of the principal investigator’s department.
  • Hiring new personnel
    • The Hire and engage personnel, students, and volunteers page provides guidance on allowable activities and the hiring process if new research staff will be hired for the project, or if the investigator intends to include trainees, visiting scholars, or volunteers on the research team.
    • Once new personnel are in place, their effort will need to be appropriately allocated to the corresponding award codes.
Procurement of goods and services
  • The process for initiating service or consultation agreements can take some time. Grants and contracts administrators are encouraged to begin this process as soon as possible to help avoid delays.
  • If requesting Duke-supported technical services or goods, please work directly with the entity providing the resource or service.

Additional steps for principal investigators and research staff

The following activities should be addressed by the principal investigator and research staff, as applicable to the project.
Complete all required trainings
  • Financial, ethics, and other activity-based trainings may be required prior to receiving award funds or beginning any project activities.
  • Access the Train new research personnel page for more information about training requirements based on role and research activities.
Execute any agreements needed
  • Based on the sponsors or other external collaborations, additional agreements may need to be in place.
  • Access the Navigate contracts and agreements page to determine if additional agreements are needed and which central office to contact.
  • Only designated institutional officials can sign agreements on behalf of Duke.
Hire new personnel, if applicable
  • If the project calls for additional research staff members, or if the investigator plans to include trainees, volunteers, or visiting scholars on the study team, work with your departmental hiring manager to recruit and bring in new personnel.
  • Access the Hire and engage personnel, students, and volunteers page for information about allowable activities by role and information about the hiring process for different categories of research personnel.
Prepare for institutional approvals
  • Based on the proposed research activities and inclusions, various institutional reviews, clearances, and approvals may be needed prior to beginning any project activities.
  • Access the Prepare for institutional approvals page to determine what approvals are likely needed for your project based on the planned activities.
Purchase equipment and set up new lab space
  • If new lab space is included for your project, work with your department business manager or space and facilities personnel.
  • Access the Find equipment, resources, and Service Centers page for internal resources for purchasing equipment or accessing shared resources. Work with your grants and contracts administrator or business manager prior to purchase any new equipment to ensure all purchases are compliant with the sponsor and institutional regulations.