If the award requires issuance of a project account(s) due to collaboration between investigators of multiple units within the university, a Project Fund Source/Index Request & Modification Form must also be submitted at the time the award is processed to Research and Sponsored Programs. The form requires the signatures of the Principal Investigator and Business Official of the prime award unit, and the signatures of the Co-Investigator and Business Official of each “project” account unit. Additionally, a detailed budget for each project account will be required to reflect the breakdown of the account for award set-up.

Our team will communicate the need for a budget reduction due to a sponsor award reduction to the PI/Department Administrator via a standardized email template.

• Scenario A: If the award matches the proposed budget, or budget submitted at Just-In-Time or equivalent, no further action is needed.

• Scenario B: If the sponsor provides a revised budget, no further action is needed.

• Scenario C: If award reduction is greater than 25% of the total proposed budget or re-budgeting requires sponsor approval, our team will request a revised budget from the PI/Department Administrator.

• Scenario D: If award reduction is less than 25% of the total proposed budget and re-budgeting does not require sponsor approval, our team will notify the PI/Department Administrator that a revised budget should be submitted within 5 working days. Otherwise, we will perform a straight line budget cut by the overall percent reduction across each category for award set-up purposes only.

If the award includes outgoing subawards, the Award Setup Team or Grant Specialist will contact the PI/Department Administrator listed on the RAPSS award record to complete the Subrecipient Commitment Form (if not completed at time of proposal), and provide the required subaward documents (final budget, budget justification, final SOW, Subrecipient Commitment Form, and Statement of Intent) to the subaward team. For more information on issuing an outgoing subaward, please see Subaward Processing.

REHS will complete review for protocols on all awards types with permits and/or registrations from a non-Rutgers organization.

ORRA will complete review for protocols on all award types with export controls.

For clinical trials with a defined budget (ex. NIH):

• Rutgers internal budget template is required for award set-up (new, modifications, continuations, etc.). The full budget will be entered into the financial system.
• If an end date is specified, the sponsor defined end date will be entered in the system. Otherwise, the award will be set-up for a five-year period.

For clinical trials without a defined budget (ex. Industry):

• If the sponsor does not provide a total estimated or maximum budget amount, the department will determine Target Budget that will be entered into Oracle. NOTE: Research and Financial Services advises departments utilize the best/optimistic estimate to minimize the number of future award/contract limit increases.
• Rutgers internal budget template is not required for award set-up. Only the per-patient budget provided to the sponsor is needed.
• The award will be set-up for one period of five years, unless otherwise noted by the sponsor.

Departments will send invoices to the Research and Financial Services office monthly when sent to the sponsor. Research and Financial Services will increase the budget and book AR accordingly.

When an award is sent from Research and Sponsored Programs for set-up, Grants and Contracts Accounting  or the Award Setup team will determine whether a new Index/Account will be created for each budget period or the project period. This process applies to the main account, as well as any project accounts (unless the project account has a defined period of performance).

A new contract number will be created if any of the following applies to the award:

• New award number
• New competing segment, including new sponsor award number

There will be one project for the full period associated with one contract if any of the following apply to the award:

• The award is under expanded authority
• The award does not have restricted carry-forward

There will be one project per budget year associated with one contract if any of the following apply to the award:

• Restricted carry-forward
• Change in payment method [e.g. from G to P subaccount (NIH only)]
• Supplemental funding with new scope
• Restricted funding with concurrent indirect cost rate (e.g. when multiple F&A rates for a single budget period)

Additional projects will be created for awards with multiple Principle Investigators. New contracts and new projects will be created for cost share and program income associated with sponsored project contracts.

Our Grant Specialist is responsible for submitting No-Cost-Extension requests to the sponsor on behalf of the Principal Investigator. Please see No-Cost Extensions for more information.

Our Grant Specialist is responsible for submitting Carry Forward (or Carryover) requests to the sponsor on behalf of the Principal Investigator. Please see Carryover Requests for more information.

Our Grant Specialist is responsible for submitting Budget Reallocation requests to the sponsor on behalf of the Principal Investigator. Please see Budget Reallocations for more information.