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Receiving an Award

Receiving an Award

UWGB often receives a Notice of Award (NOA) from sponsors via mail, or email.  As soon as you receive an award letter from a sponsor please contact the Office of Grants and Research (OGR) and provide the original award document. If the award amount differs from the amount proposed, the OGR will request a revised budget from the Principal Investigator (PI).

Tips to avoid a delay in receiving a project grant number

  • Since all sponsored proposals require university approval, submit all proposals or applications with assistance of the OGR.
  • Immediately contact the OGR once a sponsored award is received.
  • Submit revised budgets in a timely fashion. Delays may halt execution of an award.

Award Set-up

Once an award is fully executed, the Office of Grants and Research (Pre-Award Services) will contact the Controller's Office (Post-Award Services) who will begin the process of establishing a sponsored programs project grant number. The Controller's Office will then schedule a start-up meeting to discuss an awards terms & conditions, reporting, payroll, among other roles & responsibilities. Both the OGR and Controller’s Office are here to assist, but don’t forget, it’s primarily a Principle Investigator’s (PI) responsibility to monitor their sponsored program budget.

Where do I go for help?

It depends on the activity. The OGR handles all pre-award and non-financial post-award activities while the Controller's Office handles all financial post-award activities. While the two offices work closely together to ensure that appropriate and accurate fiscal information is provided on agency requests, use the table below as a guide.

Office of Grants and Research (OGR)

  • Proposal and budget review
  • Online submission of proposals
  • IDC waivers and cost sharing approvals
  • Requests from sponsors regarding pending and awarded projects
  • Negotiation, execution, and modification of contracts
  • Receipt and processing of the Notice of Award
  • Sign-off for relinquishing documents, grant transfers, and Patent/Invention Statements

Controller's Office

  • Establish sponsored programs project grant numbers
  • Day-to-day monitoring of expenditure activity on sponsored programs
  • Budget modifications
  • Financial Status Reports
  • No-cost extensions on grants and contracts
  • Prior approval requests/notifications, i.e. permission to carry forward funds, change of PI, change of scope, and major re-budgeting

NOTE: Documentation associated with a sponsored award must be received by the University (faculty member, Provost, Office of Grants & Research and Controller’s Office), and an award fully executed, before research may begin or costs incurred. A project grant number isn’t established until an award is fully executed and an entire award packet (proposal & award) is forwarded from our OGR to the Controller's Office.