|Title:||Pre-Award/Advance Account Policy|
|Policy Owner:||Office of the Vice President for Research, Sponsored Program Services|
|Applies to:||Faculty and staff conducting sponsored program activity at Storrs and the regional campuses|
|Campus Applicability:||All campuses except UConn Health|
|Effective Date:||July 7, 2015|
|For More Information, Contact||Office of the Vice President for Research, Sponsored Program Services|
|Contact Information:||(860) 486-3622|
REASON FOR POLICY
To enable Principal Investigators (PI) who have demonstrated a need to begin project-related activity on sponsored projects prior to receipt of the award notice or executed contract.
Faculty and staff conducting sponsored program activity at Storrs and the regional campuses.
Pre-Award Account: A pre-award account will be used for federal grants where costs are allowed up to 90 days prior to the official start date of the award under expanded authorities granted to the University.
Advance Account: Advance accounts will be established for those federal and non-federal awards not eligible for pre-award coding. Costs can only be incurred on advance accounts as of the sponsor approved start date.
The Office of the Vice President for Research, Sponsored Program Services (OVPR SPS) will establish Pre-Award or Advance Accounts under the following conditions:
There is a demonstrated need by the PI to incur expenditures prior to the proposed start date (pre-award accounts) or prior to receipt of the executed contract (advance accounts). Acceptable reasons for requesting an account include, but are not limited to the following:
- Making employment offers and completing payroll authorizations
- Equipping a lab or purchasing supplies
- Purchasing equipment early to take advantage of a discounted price
Accounts also require that:
- A full copy of the proposal for the project is on file in OVPR SPS
- OVPR SPS personnel are able to determine that pre-award expenditures are allowed, or in the case of advance accounts, it is likely that an award is forthcoming or contract will be executed
- When applicable, required compliance approvals have been obtained
This policy does not apply to Federal earmark funding.
ROLES AND RESPONSIBILITIES
Principal Investigators are responsible for submission of pre-award or advance account requests that are consistent with this policy and in accordance with our published procedures.
OVPR SPS is responsible for responding to inquiries about this policy or procedures and approving account request.
Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.
See OVPR SPS website for Pre-Award or Advance Request Form.
Policy created: 2/19/2008
Revised: 7/7/2015 (Approved by the Vice President for Research)