Interim Award Process

Pending Award

1. Grant Award Notification (GAN)
   After review, the funding agency either sends a notification saying the project has not been selected for funding and a review of the proposal, or else it sends the PI a Grant Award Notification (GAN) and a review of the proposal. The PI gives copies of these to Twila.
2. Organization Prior Approval System (OPAS)
   If the project is awarded funding, Twila fills out an OPAS (using the PIAF #) routes it to the PI, Department Chair, Dean, and then sends it along with copies of the GAN to ORSP. ORSP matches up the award with the PIAF, and then sends the paperwork onto Research Accounting to set up an index number.
   Form: http://www.rsp.pdx.edu/forms/OPAS.pdf
3. Compliance
   Twila helps PI fill out any forms or can help write narratives of application to make sure that any special requirements in the proposal regarding human subjects involve the appropriate Portland State oversight committee and obtain approvals prior to any work starting.

Award Setup

Parties responsible: ORSP, Departmental Accounting, Research Accounting

Once ORSP has forwarded an OPAS or award documents to Research Accounting, the information is entered in Banner FIS, the index/fund is assigned, the PI is notified, and the signature sheet is sent to the PI/Twila, to indicate who will have authority to approve expenditures. Twila collects those signatures, gives copies to Pati and Sharon, and routes the original to Research accounting. As soon as the index is active in Banner, expenses can be recorded. Pending the setup of approvals per the signature sheet, transactions may be approved by Research Accounting. From this point forward, all activities are considered Post Award.