Guidance on Changes to Proposals, Sponsored Projects and Awards

Federal agency submission systems are operational, and PSU continues to process and submit proposals. However, it is essential to recognize that timelines for proposal reviews and funding decisions may be adjusted by agencies. 

Key Actions for Investigators - Proposals:

• Communicate Early: Please continue to submit your Notification of Intent to Submit form as soon as you have decided to prepare a proposal. While the 15 business day deadline remains in place, we appreciate advance notice when possible to give us extra time to review RFPs/NOFOs for updated terms and conditions.
• Verify Deadlines: Re-confirm proposal deadlines, as extensions or adjustments may have been announced.
• Review Funding Announcements: Funding opportunity announcements may include revisions to requirements, eligibility, or submission dates. Stay informed by reviewing updates thoroughly.
• Subscribe to Agency Alerts: Enable real-time updates from funding agencies to receive notifications about changes as they occur.
• Communicate Changes: Use the form above to inform the Sponsored Projects Administration (SPA) proposal team immediately of any communications from Program officers regarding adjustments in funding levels, requirements, or timelines that could impact your submission.

Proactive communication and preparation are key to ensuring your proposals remain competitive despite potential delays or policy shifts.

Existing federal awards continue to operate under their current terms and conditions. Activities such as invoicing, reimbursements, and project execution remain unchanged unless you receive direct communication to the contrary. Sometimes, you may be issued directives such as temporary stop-work orders or funding adjustments directly. These scenarios, while uncommon, require immediate action and coordination with RGS and the SPA team.

Key Actions for Investigators - Awards:

• Monitor Terms and Conditions: Agencies may send out Amendments and/or update existing terms and conditions that may require additional review. Periodically review your grant agreement with SPA to ensure compliance with sponsor requirements.
• Track Deliverables: Ensure timely submission of reports and deliverables to avoid any interruptions in funding.
• Communicate any official notices: In addition to completing the federal reporting form, please send any official award modifications, award amendments, or stop work orders for active awards to awards@pdx.edu.

Proactively monitoring and managing your award will help mitigate disruptions and maintain compliance.

It is critical that you maintain a high level of diligence and fiscal oversight of your awards, and continue to ensure that project expenses are allowable, allocable, and reasonable. 

Key Actions for Investigators:

• Monitor Expenses: Please continue to ensure all fiscal spending aligns with the project’s financial plan and maintain careful oversight of expenses.
• Review Financial Reports: Meet with your Departmental Research Administrator (DRA) regularly to discuss financial reports and promptly address any discrepancies.
• Communicate: If a SPA Department Research Administrator (DRA) or Post-Award Analyst (PAA) requests additional information on spending, please respond in a timely manner—they often need to provide this information to ensure timely receipt of payment for all federal awards.
• Prepare Contingency Plans: Anticipate potential delays in funding and outline strategies to maintain project momentum during such periods.

Strong budget management ensures your project remains compliant and prepared for potential disruptions.

Federal awards are governed by strict compliance and reporting requirements. Changes in federal policy may introduce new or revised obligations that require prompt attention and implementation.

Research Compliance:

• Stay informed about updates to research security/export control policies and implement changes as required.
• Maintain compliance with Institutional Review Board (IRB), Institutional Biosafety Committee (IBC), and Institutional Animal Care and Use Committee (IACUC) protocols.
• Address conflicts of interest proactively and transparently.

Reporting Requirements:

• Monitor and document sponsor-directed changes to reporting timelines or content.
• Share any award modification documents via the form above and the appropriate staff member will follow up.

Program Changes:

• Some federal programs may undergo restructuring, potentially affecting timelines and funding.
• Timely communication and adherence to compliance requirements will support the continuity and success of your research efforts.