It is the policy of New York University (NYU, “the University”) that all new awards must be set up in the University’s proposal and tracking system, Cayuse and in the University general ledger (FAME).
The purpose of this policy is to establish the requirements for obtaining a new project ID for sponsored awards, which allows Principal Investigators (PI's) and their designees to expend award funding.
This policy is applicable to all schools, departments, units, and personnel of the University involved in administering sponsored awards.
The project ID consists of a leading alpha character followed by four numbers; i.e. F1234. The alpha character used determines the source of funding received. The alpha characters are assigned as follows:
- F=Direct Federal Awards, e.g., NIH
- N=Direct State and City Awards, i.e., New York State or New York City
- S=Direct Business and Industry Awards as well as Subcontracts (Federal flow-through as well as non-Federally funded)
- R=Direct Non-Government Award
- G=Abu Dhabi Awards
Depending on the modification, SPA may generate and distribute to the Project Team a new Project Authorization Form with any changes highlighted in bold.
Departments must request prior approval from OSP to incur pre-award costs on Federal grants. If the research involves Human or Animal Subjects, they must have proper approval from the Internal Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC) before submitting the project setup request. In addition to receiving approval from OSP, the Department/School will need to request the risk project be established following procedures detailed below in the section What is an Advance/Risk Project?
The department will need to complete a Request for Risk Project Form. This will require approval of the Fiscal Officer of the administrative unit. Advance/ Risk accounts are usually established when:
In both cases, if the award does not materialize or authorization is not received, any funds spent are at the risk of the School/Department and would require that expenses be transferred to a departmental operating or discretionary chartfield.
Effective Date Supersedes 09/01/13 Issuing Authority Sponsored Programs Administration Responsible Officer Assistant Vice President for Post-Award Administration
A project will be placed on risk status to allow for costs to be incurred on or after the effective date of the award, but prior to the University’s receipt of the award documents. This may be requested for a new award or continuation of the existing award.
Costs incurred prior to the "effective date" of the award. See above, Advance/Risk Project.