The Award Process
An award is the result of an external sponsor agreeing to fund a research project or service which is often, but not always, issued as a grant, contract or cooperative agreement. Learn about the steps that follow receipt of an award before project work can officially begin.
What happens when U-M receives an award?
When U-M receives an award, the Office of Research and Sponsored Projects (ORSP) must first review the award, negotiate and sign (when applicable) and then process it in the eResearch Proposal Management (eRPM) system. Learn more about negotiation and acceptance and signature authority. The below covers other aspects of what happens when U-M receives an award.
PEERRS training
Before approval, principal investigators and other personnel may need to complete training through the Program for the Education and Evaluation of Responsible Research (PEERRS). PEERRS training courses are required per university, state and federal regulations regarding the responsible conduct of research. PEERRS certification may be required for participation on a study or project team, depending on the researcher’s role , the funding source and/or the type of research. Consult the PEERRS Training Requirements and the PEERRS Portal for more information on required PEERRS trainings. To check training status, visit PEERRS certification lookup (log in required).
If members of the project team have not completed required PEERRS trainings, eRPM will automatically place the award on a Compliance Hold.
Award holds
ORSP-managed holds
Prior to the release of an Award, ORSP evaluates whether there are any outstanding items that need to be completed prior to processing the Award. An ORSP Officer may place an Award on a Managed Hold for various reasons (e.g., missing a HUM ID, IBC ID, or completion of an Agreement Acceptance Request).
When ORSP places a hold on an Award, via Managed Hold, the project team will be notified as to why there is a hold and how the hold can be resolved and lifted. Once the project team provides the missing information to the ORSP officer, the officer can release this Manual Hold.
Compliance holds
After an ORSP officer signs off on an Award in eRPM, the system checks for required approvals and may place an Award on a Compliance Hold if certain requirements are missing or incomplete (e.g. Export Controls Review, M-Inform Disclosure, IRB Approval, PEERRS). These system-generated Compliance Holds will also send an email to the project team providing the reason for the hold and how to resolve it with the applicable compliance office that manages the item. Project teams must contact the specific compliance office noted in the email for assistance, rather than ORSP. ORSP officers are unable to assist in resolving Compliance Holds.
For more information regarding Managed Holds and Compliance Holds, see ITS guide on Award Compliance Status and Holds and visit ORSP’s page Manage Holds and Compliance Holds on AWDs and Mods.
For a quick way to see if an Award hold is managed by ORSP or whether it is on a Compliance Hold, refer to the “shapes map” at the top of the Award record. System-generated holds will say “Compliance Hold” and ORSP-initiated holds will say “Hold”
ORSP-Managed Hold
Compliance Hold
Financial setup and class codes
Once the new award is reviewed and approved by ORSP, staff from the Finance-Sponsored Programs create the appropriate record(s) in M-Pathways Financials, the U-M accounting system, and activate the Award (AWD) record (e.g., AWD000001) in eRPM. The process for creating a Sponsored Sub Project/Grant(s) (SUB P/G) is also handled by Finance-Sponsored Programs. Learn more about the process to Request a new sub P/G.
Class codes are required when setting up an award to classify all expenditures appropriately. Learn more about Class Codes and Definitions for Sponsored Projects.
To check the status of your award, see the status map at the top of the eRPM award record.
Hardship Authorizations: Need a P/G Before Award?
Prior to having a finalized award in hand, project teams may request set up of a project grant (P/G) number in advance to spend funds. If approved, the hardship authorization process permits work to begin and costs to be properly allocated. Learn more about requesting a hardship.
At the time of award activation, a system-generated email notification is sent to all investigators and administrative personnel listed on the award informing them that the AWD has been created in eRPM. That notice provides the AWD number and the Project/Grant (P/G) number for the project in the U-M accounting system. More detailed award documentation materials are included only with the Notice of Award that is sent to the project director/principal investigator (PI).
In addition, the AWD record in eRPM contains attachments and details including the terms and conditions, key personnel and other items that the project team is responsible for reviewing and complying with throughout the duration of the award.
Awarded funds
The award and details in the sponsor guidelines will provide information on when funds are received. Project teams need a P/G number set up to start spending. After the team has reviewed the award, they can contact the assigned Finance – Sponsored Programs Customer Service Coordinator with questions.
Should the PI want to modify the budget distribution, the proposed changes may be made on a Budget Reallocation Form, which should then be routed through the normal approval process.
Award management
Award management encompasses the greater activity that occurs within multiple phases of the sponsored project lifecycle – from the steps to accepting an award, to change requests and modifications throughout, and to the deliverables due to the sponsor during and at the conclusion of a project. Learn more about managing a project.