OSP Roles and Responsibilities Matrix

Successful sponsored projects rely on the coordinated efforts of multiple individuals and offices, each playing a distinct role throughout the lifecycle of an award. From the initial identification of funding opportunities to the closeout of a grant or contract, collaboration is essential to ensuring compliance, sound financial stewardship, and the achievement of project goals.

The OSP Roles and Responsibilities Matrix outlines the primary roles involved in the sponsored projects process and the responsibilities associated with each, serving as a reference for faculty, administrators, and staff engaged in externally funded research and creative activities. The categories below highlight the essential activities and services needed for award success and are not intended to represent every possible responsibility.

If you prefer, you can download a copy of the matrix in Excel format.

---

Contents

Roles and Parties

Electronic Portals and Systems

Proposal Preparation and Submission

Award Acceptance

Award Account Set Up

Award Management

Roles and Parties

Role Definitions

Role	Definition
Primary	The person or team who serves as the first point of contact and is accountable for completing the document, process, or workflow step necessary to achieve the task.
Assistance	The person or team who provides guidance, oversight, or feedback to help achieve the task’s completion. This role involves advising or ensuring quality but does not include the responsibility of creating, writing, or completing documents, forms, or workflow processes. See Responsible Party below.
Final Approver	The person or team who provides final institutional approval but is not the primary completing the document, process, or workflow step.

Responsible Parties

Abbreviation	Full Name / Description
Responsible parties define their internal roles and responsibilities for their team’s processes and procedures. This matrix is developed based on a general understanding of the primary individual responsible for and knowledgeable about completing the work. PIs are encouraged to consult their Unit/Department to gain a clear understanding of the relevant processes, procedures, and workflows.
PI	Principal Investigator
Business Office/Center (BO/C)	Business Offices/Centers that support the administrative, HR, and financial functions for the Unit/Dept/College
Unit/Dept/College (U/D/C)	College/Research Dean; Dept Chair; Unit (Institutional centers, service centers, or other auxiliary)
OSP	Office of Sponsored Programs – Centralized office overseeing all extramural funding for UNL and the UNOP
IACUC	Institutional Animal Care and Use Committee
IR	Industry Relations
NUtech	NUtech Ventures (Intellectual Property)
R&I	Office of Research and Innovation
RCIS	Research Compliance, Integrity, and Security
RDG	Research Development Group

Electronic Portals and Systems

Electronic Research Administration Portals and Systems

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
NuRamp Access and Data	PI	Business Office/Center (BO/C)	Unit/Dept/College (U/D/C)	OSP	OTHER/Notes
Request access to OSP module		Primary
Assign access to OSP module				Primary
Request access to Internal Competitions module		Primary
Assign access to Internal Competitions module				Primary
Request access to Event Management System		Primary
Assign access to Event Management System				Primary
Update NuRamp records				Primary	* Such as data entry changes. Project changes, such as a PI change or adding a subaward after award, are completed through the Change Forms or OSP Intake Forms
Research.gov	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Create personal account	Primary	Primary*			* BO/C will also need logins to provide certain support functions
Request role affiliation with UNL	Primary	Primary*			* BO/C will also need logins to provide certain support functions
Assign requested role(s)				Primary
Grants.gov	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Create personal account	Primary	Primary*			* BO/C will also need logins to provide certain support functions
Add UNL profile to account	Primary	Primary*			* BO/C will also need logins to provide certain support functions
Assign appropriate role(s)				Primary
eRA Commons	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Send account creation request to OSP	Primary	Primary*			* BO/C will also need logins to provide certain support functions
Create account, if one does not exist				Primary
Login.gov	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Create personal account	Primary	Primary*			* BO/C will also need logins to provide certain support functions
Other Sponsor System Access	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Request access to sponsor system not listed above	Primary	Primary*			* BO/C will also need logins to provide certain support functions
Grant access to sponsor system not listed above				Primary

Proposal Preparation and Submission

Preparation

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
General	PI	Business Office/Center (BO/C)	Unit/Dept/College (U/D/C)	OSP	OTHER/Notes
Identify funding opportunity	Primary				RDG – Assistance
Read and interpret sponsor instructions for proposal preparation	Primary	Assistance		Assistance
Manage limited submission funding opportunities			Assistance		R&I/RDG – Primary Eligible PI(s)/Team(s) will be provided an email or letter of approval to submit by R&I/RDG
Ensure UNL registration with e-Submission systems as needed				Primary
Ensure PI (and team members) eligibility for funding opportunity and individual registration with e-Submission systems as needed.	Primary*	Assistance*		Assistance	* If the opportunity is limited; ensure the PI(s)/Team(s) have written approval from R&I/RDG before proceeding with proposal development.
Acts as the institutional authority to approve, sign, submit, and accept external research funding on behalf of the university.				Primary

Proposal Preparation

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Proposal Preparation – Budget Development; Review; and Approval	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Develop budget to accomplish the scope of work	Primary*	Assistance			* The PI may have to work with other UNL Unit/Depts (e.g. Procurement) for specialized budgetary plans as required for the funding opportunity.
Identify subawardees/consultants/collaborators	Primary
Request matching funds according to University policy	Primary*	Assistance			*The PI is responsible for requesting any matching funds or salary savings from the Unit/Dept or College, following their internal guidelines.
Apply the appropriate Facilities & Administrative (F&A or Indirect) cost rate	Assistance	Primary		Final Approver*	*OSP will provide the final approval for the appropriate F&A rate applied
Request F&A (Indirect) cost reduction or full waiver, if appropriate	Primary	Assistance	Assistance*	Final Approver**	* The U/D/C will provide the dept/college level approval that will be sent to R&I ** OSP will provide the final approval for reduction or waiver of F&A costs after consulting with R&I
Identify and evaluate program income	Primary	Assistance
Draft budget(s) and written detailed justification(s) – using required UNL and/or sponsor templates	Assistance*	Primary			*PI may have the primary role, depending on the support provided by the BO/C. Assistance and primary role is also dependent on BO/C support structure and can vary by required documents.
Conduct the institutional and sponsor level review and approval of the final budget (Final budgets include all approved institutional commitments, required or voluntary).		Assistance*	Assistance*	Primary	* U/D/C may have additional review steps.
Make revisions and corrections to budget/justification after OSP review	Primary	Assistance*			* BO/C support/processes vary.
Upload budget details and documents (per sponsor guidelines) into NuRamp	Primary	Assistance*			* BO/C support/processes vary.
Proposal Preparation – Proposal Package Development; Review; and Approval	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Prepare, complete, and route forms in NuRamp OSP module	Primary	Assistance *			* BO/C support/processes vary. Includes, but not limited to ensuring documents for approvals are uploaded, all project compliance questions are addressed, and all key personnel compliance training is complete prior to submission.
Develop technical/programmatic narratives, biographical documents, institutional resources, administrative documents, and other proposal required information as per the funding/sponsor guidelines.	Primary	Assistance*			* BO/C support/processes vary.
Request and obtain budget documents, scope of work, subrecipient forms, and other relevant documents (e.g. collaboration letters) from subcontractors, consultants, collaborators, or other project personnel as necessary	Primary	Assistance*			* BO/C support/processes vary.
Review subrecipients materials and check for their institutional/entity approval(s)	Assistance*	Primary		Assistance*	* Subrecipient forms will be reviewed by OSP for completion of institutional/legal requirements (within timelines). * Review of all other materials will be the responsibility of the PI and/or BO/C. BO/C processes/support varies.
Review proposal package documents using institutional, funding opportunity, and sponsor guidelines.	Primary	Assistance*			* BO/C support/processes vary.
Upload final proposal package documents (per sponsor guidelines) with the applicable sponsor portal and/or submission instructions	Primary	Assistance*			* BO/C support/processes vary.
Conduct the institutional and sponsor level review and approval of the proposal administrative documents and budget.				Primary	Work with OSP to identify which administrative and budget documents are reviewed. Varies by submission.
Responsible project team members must be readily available for revisions/corrections leading up to submission	Primary	Assistance*			* BO/C support/processes vary.
Make revisions and corrections to necessary administrative documents or budget after OSP review; re-upload corrected documents	Primary	Assistance*			* BO/C support/processes vary. OSP will provide revisions/edit notes to both the PI and BO/C
Proposal Preparation – Project Development, Institutional Resources/Needs	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Request on-or-off-campus space needed in addition to that already assigned to the PI	Primary	Assistance	Assistance
Request modifications or renovations to on-campus or off-campus space if necessary	Primary	Assistance	Assistance
Conduct Unit/Dept/College/Admin review of proposal relative to its objectives, resource utilization or other concerns.	Assistance	Assistance*	Primary*		* U/D/C review processes varies
Approve the proposal in NuRamp – taking programmatic and fiscal responsibility for the project	Assistance	Assistance*	Primary*		* U/D/C approval processes varies

Proposal Package Finalization and Submission

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Internal Approvals	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Ensure NuRamp requirements and approvals are met	Primary*	Assistance	Assistance		* It is the responsibility of the PI to ensure all BO/C internal procedures/approvals for the U/D/C are met. * PIs are also responsible for the NuRamp Form project information. Due to separation of duties for compliance, OSP staff do not complete this information.
Proposal Package Finalization	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Ensures all elements of proposal are final and ready for submission	Primary	Assistance*			* BO/C support/processes vary.
Enters all required data and uploads proposal package (per sponsor requirements)	Primary	Assistance*			* BO/C support/processes vary.
Reviews final proposal package	Primary	Assistance*			* BO/C support/processes vary. Review BO/C and OSP applicable timelines for level of review
Approves for OSP submission	Primary*	Assistance			* PI can provide written delegated authority for BO/C submission approval.
Conduct institutional and sponsor level review of final proposal package				Primary
Proposal Package Submission	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Submit the proposal as required by authorized organizational representative (AOR)	Assistance*			Primary	* If the PI has delegated authority (per sponsor requirements) to submit, they must first secure OSP approval then comply with the sponsor submission method/deadline and provide copies of the submitted documentation to OSP.
Upload submitted proposal files into NuRamp	Assistance*			Primary	* If the PI has delegated authority (per sponsor requirements) to submit, they must first secure OSP approval then comply with the sponsor submission method/deadline and provide copies of the submitted documentation to OSP.

Post-Submission

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Post-Submission – Additional Sponsor Requests	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Prepare additional/updated proposal materials, as requested by sponsor	Primary	Assistance*			* BO/C support/processes vary. . This includes providing updated/current proposal document requests in regards to potential funding (ex: JITs for NIH).
Conduct institutional and sponsor level review of additional/updated proposal materials				Primary
Make revisions and corrections to necessary proposal documents after OSP review	Primary	Assistance*			* BO/C support/processes vary.
Submit the additional/updated materials as required by AOR	Assistance*			Primary	* If the PI has delegated authority (per sponsor requirements) to submit, they must first secure OSP approval then comply with the sponsor submission method/deadline and provide copies of the submitted documentation to OSP.
Upload submitted additional/updated files into NuRamp	Assistance*			Primary	* If the PI has delegated authority (per sponsor requirements) to submit, they must first secure OSP approval then comply with the sponsor submission method/deadline and provide copies of the submitted documentation to OSP.
Sponsor Interactions	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Respond to sponsor’s questions regarding research/programmatic matters	Primary*			Assistance	* PIs should copy OSP and their BO/C sponsored project support staff on sponsor communications
Respond to sponsor’s questions regarding administrative/contractual matters	Assistance*	Assistance**		Primary	* PIs should immediately forward all administrative/contractual communications to OSP. ** BO/C support varies
Inform OSP that proposal is going to be withdrawn or not going to be funded	Primary	Assistance
Process declines and withdrawals in the sponsor system	Assistance*			Primary	* Unless AOR access is not allowed
Notification of award or declines	Assistance*			Primary	* PIs should immediately forward all notifications of awards or declines to OSP.

Award Acceptance

Award Review, Negotiation, and Acceptance

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Award Review & Negotiation	PI	Business Office/Center (BO/C)	Unit/Dept/College (U/D/C)	OSP	OTHER/Notes
Review terms and conditions in award notice/agreement/contract	Assistance*	Assistance *		Primary	* PIs and BO/C applicable staff should review all award documents upon award notification from NuRamp, being informed about project reporting requirements, expense allowability, and other day-to-day operational responsibilities.
Determine award mechanism; grant, gift, cooperative agreement, contract (fixed or cost reimbursable, etc..				Primary
Identify significant changes from proposal to award	Assistance*			Primary	* The PI is responsible for reviewing any technical or budgetary changes and working with OSP and the BO/C accordingly. OSP will support identifying these items during the negotiation process.
Follow-up with sponsor when research/programmatic issues with award document arise	Primary			Assistance*	* OSP should be copied on all correspondence work
Follow-up with sponsor when administrative/contractual issues with award document arise	Assistance			Primary*	* OSP will review and send all correspondence related to administrative/contractual issues.
Follow-up with subrecipient, collaborators, consultants, etc. when issues with proposal or award documents arise.	Primary	Assistance*			* BO/C support/processes vary.
Review awarded budget; if different than proposed, modify budget/scope of work as needed and resubmit to OSP	Primary	Assistance*			* BO/C support/processes vary.
Approve significant changes from proposal to award	Primary*	Assistance	Assistance	Primary*	* The proposal may have to be re-routed through NuRamp if there are significant changes to the project. The PI will approve all technical/programmatic changes and OSP will approve all administrative/contractual changes.
Review and negotiate standard award terms and conditions				Primary
Review and negotiate non-standard (e.g. IP, publications, or branding) award terms and conditions				Primary
Review, negotiate, and execute NDAs, CDAs				Primary	NUtech – Assistance; RCIS – Assistance
Request a waiver from any University policy (e.g. Intellectual Property (IP))	Primary*	Assistance		Assistance	* PIs will need to consult with OSP or their BO/C for all requests. They will provide the appropriate unit to work with.
Review and complete Assumption of Risk Forms		Final Approver	Final Approver	Primary*	* When applicable, OSP will request the U/D/C leadership to review and approve the Assumption of Risk Form. This is used when the agreements terms and conditions are outside of what UNL would typically accept.
Award Acceptance	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Accept award terms and conditions on behalf of the university; sign on behalf of the Board of Regents.				Primary
Provide executed copy of award documents to sponsor (as applicable)				Primary
Upload award data and documents into NuRamp				Primary
Develop any technology, security, IP, or other required plans	Primary

Award Account Set Up

Award Setup

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Project Compliance Review	PI	Business Office/Center (BO/C)	Unit/Dept/College (U/D/C)	OSP	OTHER/Notes
Send project information to RCIS and/or IACUC for review				Primary
Verify classified research compliance				Primary	RCIS – Assistance
Inform other applicable compliance offices (e.g. RSO, IBC, EHS, etc.)					RCIS – Primary
Resolve noncompliant issues; including but not limiting to requesting waivers.	Primary*	Assistance*	Assistance		* The PI is responsible for working with the applicable compliance office to resolve all issues. BO/C support/processes vary.
Verify compliance protocol or waiver approvals				Primary	* RCIS – Final Approvals
Account (WBS) Set-Up	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Assign WBS(s) to the project and load award information into SAP				Primary
Issue NuRamp award notification		BO/C	(U/D/C)	Primary
Subawards – New Awards/Projects	PI	Unit/Dept.	College	OSP	OTHER/Notes
Initiate outgoing subawards, as outlined in the proposal/award/NuRamp documentation	Assistance*			Primary	* PIs will only be contacted if there are any issues in drafting the subaward(s). To ensure timely processing, it is assumed all subawards on new projects are to be initiated upon completion of the prime award processing.

Award Management

Award Administration – Other Project Contracts/Agreements

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Material Transfer Agreements (MTA)	PI	Business Office/Center (BO/C)	Unit/Dept/College (U/D/C)	OSP	OTHER/Notes
Initiate MTA request (incoming or outgoing)	Primary				In NuRamp
Negotiate MTA terms and conditions, if necessary	Assistance			Primary
Approve MTA via online portals, if necessary	Assistance			Primary	NUtech – Assistance
Upload MTA files into NuRamp				Primary
Data Transfer Use Agreements (DTUA)	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Initiate DTUA	Primary				In NuRamp
Negotiate DTUA terms and conditions	Assistance			Primary
Approve DTUA				Primary
Upload DTUA files into NuRamp				Primary
Misc. Agreements (e.g. Confidential Disclosure Agreement (CDA) or Non-Disclosure Agreement (NDA))	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Initiate Misc. Form	Primary				In NuRamp – in process
Negotiate terms and conditions	Assistance			Primary
Approve Agreement				Primary
Upload files into NuRamp				Primary
Procurement Contracting	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Initiate external contracts (e.g. Consultants or other vendors, not considered subawards)	Assistance*	Primary			* The PI will initiate the contracting process through their BO/C Will need to work with procurement as applicable.
Sole source documentation, if required	Primary	Assistance
External bid process, if required	Primary	Assistance			* The PI will initiate the bid process through their BO/C Will need to work with procurement as applicable.

Award Administration – Managing Property

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Project/Program Property	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Review and understand how property is treated per the terms in the award.	Primary	Assistance*			* BO/C support/processes vary.
Request prior approval from sponsor for equipment purchases, when applicable	Assistance*	Assistance**		Primary	* The PI will be responsible for providing a justification or other required documentation and uploading into the sponsor portals as required. ** BO/C support/processes varies.
Confirm receipt, functionality, and track extramurally funded/titled equipment purchases	Assistance	Primary*			* * BO/C support/processes varies. This may be U/D/C level support.
Continually monitor location/functionality of all equipment. Notify BO/C property administrator of any changes.	Primary
Conduct annual and closeout inventory of government titled equipment	Primary	Assistance*			* BO/C support/processes vary.
Request disposition of government or university titled equipment at closeout	Primary	Assistance*			* BO/C support/processes vary.
Prepare and submit property reports to sponsor when needed	Assistance	Assistance		Primary	* OSP will delegate submission authority as necessary for sponsor requirements. Copies of any submitted reports should be sent to OSP for official documentation.
Initiate equipment disposition request	Primary
Review equipment disposition request and determine necessary actions				Primary

Award Administration – Managing the Project – Non-Financial

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Technical/Scientific/Programmatic Management	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Conduct and oversee the execution of project aims or statement of work	Primary
Notify OSP for need of programmatic changes to the project	Primary	Assistance*			* BO/C support/processes vary.
Review request for programmatic changes and determine necessary actions				Primary
Submit programmatic changes request to the sponsor, when required	Assistance*			Primary	* If the PI has delegated authority (per sponsor requirements) to submit, they must comply with the sponsor submission method/deadline and provide copies of the submitted documentation to OSP.
Notify OSP for need of administrative/contractual changes to the project (e.g. rebudgets, key personnel changes, no cost extensions, etc.)	Primary	Assistance*			* BO/C support/processes vary.
Review request for administrative/contractual changes and determine necessary actions				Primary
Submit administrative/contractual changes request to the sponsor, when required	Assistance*			Primary	* If the PI has delegated authority (per sponsor requirements) to submit, they must comply with the sponsor submission method/deadline and provide copies of the submitted documentation to OSP.
IP; Licensing; Patent Management	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Evaluate commercial viability of University IP	Assistance				NUtech – Primary
Disclose IP to NUtech Ventures/complete invention disclosure forms	Primary				NUtech – Assistance
Market, negotiate, and enter into license agreements for University IP					NUtech – Primary
Report federally-funded inventions to government	Primary			Assistance
Effort Reporting	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Allocate effort of PIs and other personnel to project (PAFs)	Primary*	Assistance**			* PIs will need to initiate payroll/personnel actions with their BO/C, OSP does not manage project personnel (effort). ** BO/C are responsible for ensuring that the entered effort (payroll) allocated is allowable and allocatable within the sponsor and institutional guidelines (e.g. salary cap limitations) at time of entry.
Initiate retro PAF request	Primary	Assistance*			* BO/C support/processes vary.
Review and approve/disapprove retro PAF request				Primary
Verify PVS statements, if required	Primary	Assistance*			* BO/C are assigned as the first contact for release/distribution to the responsible person
Monitor effort commitments for sponsored projects	Primary	Assistance*	Assistance*		* The PI is responsible for monitoring their project personnel and effort. The U/D/C and/or BO/C are responsible for monitoring PI effort in relation to their appointment allocation and sponsor allowability.
Subaward Monitoring – Non-Financial	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Review and approve subrecipient technical/programmatic deliverables	Primary
Communicate need for subcontract to be added during project period and provide required documentation	Primary	Assistance*			* BO/C support/processes vary.
Monitor subrecipient project compliance	Primary			Assistance*	* OSP will conduct federally required compliance for issuing and managing subaward agreements
Determine allowability of subcontract to be added during project				Primary
Negotiate and execute subcontract agreement added during project				Primary

Award Administration – Managing the Project – Financial

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Financial Management	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Provide timely and accurate financial management reports to the PI		Primary
Routinely monitor budget vs expenditures for allowability, allocability, and reasonableness	Primary	Assistance*		Assistance**	* BO/C support/processes varies ** OSP provides after the fact reviews upon invoicing and/or required financial reporting
Review personnel; initiate personnel on new projects, transfer to new project/accounts, or notify of position ending	Primary*	Assistance**			* The PI is responsible to review each project and ensure that the personnel on the project (or adding personnel to projects) are properly allocated. ** BO/C manages the internal processes in completing payroll/effort allocations, ensuring that the requests are allowable and allocable within the sponsor and institutional guidelines.
Review and approve orders, direct billing, and other procurement mechanisms.		Primary*			* Per university guidelines, all procurement must be reviewed and approved for sponsor and institutional allowability.
Reconciliation of expenses on accounts		Primary
Request journal entries	Primary	Assistance*		Assistance*	* BO/C and/or OSP may request documentation if an expenditure is deemed unallowable.
Provide documentation/justification for journal entries	Primary	Assistance*			* BO/C support/processes vary.
Process journal entries requests		Primary
Approve journal entries over 90 days				Primary
Prepare and submit rebudget request to OSP	Primary	Assistance*			* BO/C support/processes vary.
Review rebudget request and determine necessary actions				Primary
Submit rebudget request to the sponsor, when required	Assistance*			Primary	* If the PI has delegated authority (per sponsor requirements) to submit, they must first secure OSP approval then comply with the sponsor submission method/deadline and provide copies of the submitted documentation to OSP.
Subaward Monitoring – Financial	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Routinely monitor subaward expenses vs budget	Primary	Assistance**		Assistance*	* OSP prepares and submits all sponsor invoices per award terms and conditions. Expenses will be reviewed by OSP at this time. ** BO/C support/processes vary
Conduct initial review of subaward invoice for compliance				Primary
Review and approve subaward invoices; indicating work has been performed and is within scope.	Primary
Monitor subcontractor administrative and financial compliance	Primary			Assistance
Cost Share/Matching Funds	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Set up cost share accounts, if applicable		Primary
Initiate transfer(s) from units and other parties of promised cost share	Assistance	Primary
Retain necessary documentation of cost sharing and/or matching funds	Primary	Assistance*			* Documentation must be provided to OSP when requested.
Monitor and review that required cost share is met	Primary	Assistance		Assistance
Program Income	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Identify and track any program income	Primary	Assistance
Deposit program income		Primary
Report program income to OSP	Primary	Assistance
Prepare and send the report of program income to the sponsor				Primary

Award Administration – Managing the Project – Accounts Receivable

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Sponsor Invoicing	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Prepare and submit university invoices to the sponsor				Primary
Managing Cash	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Manage cash (handling of checks, etc.) and deposits of checks				Primary
Process Letter of Credit drawdown for a specific federal funded agency				Primary
Monitor and pursue the collections of overdue payments from sponsors	Assistance*			Primary	* OSP may request assistance as applicable.
Process refunds; providing documentation				Primary

Award Administration – Managing the Project – Reporting

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Technical/Programmic Reporting	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Identify programmatic reporting requirements and due date and prepare for submission	Primary
Prepare and submit annual and final technical report/summary of research; notify OSP of submission	Primary
Prepare and submit quarterly, annual, or final property report	Primary
Identification and description of new technology, patents, inventions	Primary				NUtech – Assistance
Submission of all technology, patent and invention reports	Primary			Assistance	NUtech – Assistance
Maintain official copies of progress reports; provide copies to OSP	Primary
Financial Reporting	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Identify financial reporting requirements and due date and prepare for submission	Assistance*			Primary	* OSP will prepare and submit per agreement terms and conditions
Prepare ad-hoc or additional financial reports as requested by sponsor	Primary	Assistance*			* BO/C support/processes vary.
Approve and submit interim or final financial reporting	Assistance*			Primary	* If the PI is submitting the financial report, they must first secure OSP approval, comply with sponsor submission method and deadline, and provide copy to OSP

Award Administration – Closing the Project

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Project Close-Out	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Identify awards ready for closeout; review autogenerated 90 day notices	Primary	Assistance		Assistance*	* OSP will review the close out requirements and provide guidance in completing
Ensure final property inventory/reporting/disposition is complete	Primary
Complete invention statement	Primary
Ensure expenditures/journal entries have been posted; no outstanding invoices	Assistance	Primary
Ensure all commitments have been reviewed and closed out	Assistance	Primary
Review account and remove/transfer all recurring charges (e.g. IT ports, telephones, printers, etc.)		Primary
Review personnel; transfer to new project/account or notify of position ending	Primary	Assistance*			* BO/C support/processes vary. The PI is responsible for certifying personnel (effort reporting) and notifying the BO/C to update personnel allocations and appointments.
Ensure receipt of subrecipient’s final invoice & closeout of Subaward prior to closeout of Prime award				Primary
Review and approve final subrecipient invoice and work performed	Primary
Ensure that all Financial Reports have been submitted to sponsor and available for audit	Assistance			Primary
Ensure that all required award technical reports have been submitted to sponsor, provide OSP with a copy	Primary
Verify final financials, final invoice, and payments are received; upload to NuRamp				Primary
Maintain official financial documents for sponsored projects per Records Retention requirements	All	All	All	All	* All roles may have documentation that needs to be retained.
Award Relinquishment and/or Transfer	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Notify OSP of need for relinquishment or transfer	Primary	Assistance	Assistance
Review request for relinquishment or transfer				Primary
Prepare relinquishment or transfer documentation as required by internal processes	Primary	Assistance**		Assistance*	* OSP will review the close out requirements and provide guidance in completing ** BO/C support /processes vary
Prepare relinquishment or transfer documentation as required by sponsor	Primary	Assistance**		Assistance*	* OSP will review the close out requirements and provide guidance in completing ** BO/C support /processes vary
Submit notice of relinquishment or transfer				Primary
Coordinate award transfer with new institution	Primary

Award Administration – Audits (During or After Project Period)

Task	PI	BO/C	U/D/C	OSP	OTHER/Notes
Individual Project Related Inquires	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Coordinate individual project sponsor related site visits, reviews, investigations, and audits	Primary	Assistance		Assistance*	* OSP will provide all documents (financial invoices/reports) submitted on the projects behalf if not uploaded in NuRamp. OSP is not involved in the planning or execution of individual project site visits or reviews.
Institutional/State/Sponsor inquires (multiple projects/university-wide)	PI	BO/C	(U/D/C)	OSP	OTHER/Notes
Coordinate institutional/state/sponsor related site visits, reviews, investigations, and audits	Assistance	Assistance		Primary
Provide required documentation upon request	Assistance	Primary*			* Audit documentation is requested by OSP from the BO/C as they are reconciler of the WBS.
Submit/Respond to audit inquires/recommendations and findings	Assistance*	Assistance		Primary	* OSP will be the office to reply to audit inquiries with assistance in document collection with from the PI and/or BO/C