FAQs for Managing My Project

Your award may be eligible for a No-Cost Extension (NCE) to extend your project’s end date. Many awards allow this, depending on sponsor and award terms. The NCE request form and more information can be found at https://research.oregonstate.edu/osraa/forms-and-rates/no-cost-extension

This will be a supplement to your current award. In order for OSU to accept the new funds, we will need to route a new Cayuse proposal for internal approvals. See Submitting a Proposal.

You can view the budgets and spending on your grants through the Grant Reporting System. Click on “My Grants” in the upper right corner to see a list of indexes for your projects. Budgets, expenses, and balances are broken down by category – refer to this short guide for more information about how to read the grant summary reports.

PIs are required to review and verify charges to their grant indexes at least once per quarter to make sure there are no billing errors. You will receive an email from OSRAA Finance with a link to review and verify expenses for each grant index. You can also access the verification system from the main GRS page. Refer to the OSRAA help document for more information about the grant verification process.

Cost share requirements for a project will be indicated on the PI Letter you receive from OSRAA with your new award. Cost share indexes will be set up to track cost share from faculty effort on the project, as well as sources of outside/in kind cost share. The cost share indexes will have the same initial grant code as indexes with the sponsor funds, but end in “S” (or T, U, etc. for additional indexes). There will be one cost share index for each faculty member on the project. Faculty need to work with their accountants to ensure that their labor distribution is set up to meet the cost share requirement for the project and that cost share reporting stays on track.

You will need to work with Procurement to set up a Personal Services Contract in order to pay outside consultants. See https://fa.oregonstate.edu/pacs/personal-professional-services for more information.

Your School’s Graduate Coordinator or Operations Manager can assist with the Graduate Assistant appointment process. Talk to your School Head and faculty colleagues for recruiting suggestions.

The hiring process is different depending on the position type. Research Associates and Faculty Research Assistants are hired according to policies established by University Human Resources.

Postdoctoral Scholars are hired through a recruitment process led by the investigator, with assistance from the school operations manager. Read more about the appointment and recruitment process for postdocs on the Graduate School website. The Graduate School also has a website to advertise postdoc positions and other resources for supervising postdocs including a handbook.

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You will need to work with Procurement to set up a Personal Services Contract in order to pay outside consultants. See https://fa.oregonstate.edu/pacs/personal-professional-services for more information.

To start the subaward process, complete a New Subaward Request Form for each subcontractor and submit to sponsored.programs@oregonstate.edu. Your grant accountant can assist with the form. Note that subaward agreements cannot be created until an index is set up for the prime award to OSU. All subawards must be designated within the proposal and approved by the agency at the time of the award.

As part of your award agreement, the sponsor will specify reporting requirements covering your progress, budgets, deliverables and other items. Information will also be included in the PI Letter you receive from OSRAA with your new award, and additional details may be included in attachments to the award agreement. Reporting requirements are sponsor specific so please read the detailed requirements for your award and check with your program manager if any questions. Continued funding is often contingent on keeping up to date with reports.

You (as the PI) are responsible for technical reports. OSRAA Finance will manage financial reporting.