Sponsored Programs Guidance “Cradle to Grave”
PI Alerts and
Notifications
Summary: During the life of the award there are several points in time when
the Office of Sponsored Programs (OSP) sends a notification or alert to the
Principal Investigator (PI). This section outlines the most common
notifications.
New Fund Numbers
Once an executed award is received and the fund is setup in the financial
system, the OSP analyst sends a Grants Notification email to the PI, AD,
Administrative Support Supervisors and OSP contacts with the new fund number
and fund name. This email includes contact information for requisitions, Pcards,
travel reimbursement, and vendor invoices. (See Sample email)
In addition, the OSP analyst will send out a request for a Bridge Conference to
discuss the new award. (See Bridge Conference)
Insufficient Funds
The PI will be notified if the fund is over budget and asked to provide a fund
number where excess charges should be transferred.
Inappropriate charge to Fund
If charges to a fund are inappropriate, they will be denied and the PI notified and
asked to provide a fund number where the charges should be transferred.
90 day pre-closeout
A pre-closeout notice is sent to the PI 90 days before the project ends. This
notice alerts the PI to the fund balance and the information needed to close out
the fund. (See Sample form)
The Arkansas Cooperative Extension Service offers its programs to all eligible persons regardless of race, color, national
origin, religion, gender, age, disability, marital or veteran status, or any other legally protected status, and is an Affirmative
Action/Equal Opportunity Employer.
A-21’s
PI’s are required to certify their time and effort worked on a grant every six
months by signing an A-21 certification form. Certification is required for all
education institutions that receive federal funds. (See Sample form)