Award & Negotiation Processes
Relevant University Policies
Below are some of the University policies relevant to awarded sponsored projects.
- Review of Compensation Charged to Sponsored Projects - 1M11
- Authorization of Contracts and Leases - 5B1
- University Guidelines Regarding Review and Approval of Externally Funded Projects - 5B2
- Policy Statement Covering Distribution of Indirect Cost Funds from Externally Sponsored Grants and Contracts - 5D1
1. Award Process
The Office of Research & Projects (ORP) supports Principal Investigators and departments throughout the post-award process at SIUE. The overview below outlines the key stages of sponsored project administration, from negotiation and award creation to account setup, training, and active grant management.
2. Negotiation
A negotiation in the Kuali Research (KR) Negotiation module is typically created for tracking purposes when contracts are routed for review and/or signature. However, if a standard agreement can be executed immediately without negotiation or delay, a Negotiation record may not be created.
If a negotiation is opened, the Principal Investigator (PI) will receive an email notification. PIs may access the Negotiation record through Medusa within KR by entering the proposal number and selecting “Medusa” from the Actions column.
Throughout the process, ORP will keep the PI informed of negotiation status updates. Questions regarding negotiations may be directed to orpcontracts@siue.edu.
Please note that project work should not begin until a fully executed agreement is in place.
3. Award Created
- Office of Research & Projects (ORP)
- Budget Office
- Institutional Research
- Associate Provost for Research
If the awarded budget differs from the originally proposed budget, ORP will determine whether the changes are considered simple or complex.
Sponsor Requesting Budget Changes Prior to Award
If a sponsor requests budget revisions before the award is issued:
- Copy the KR proposal
- Work with Pre-Award Services to revise the budget
- Submit the revised proposal for routing
- Work with Pre-Award Services to submit the revised budget to the sponsor
- Awarded Budget Differs from Proposed Budget
- Simple Changes
Complex Changes
If the changes are significant and/or impact personnel, the PI will work with both Pre-Award and Post-Award staff to revise the budget collaboratively. Once revisions are finalized:
- Copy the KR proposal
- Revise the budget as agreed upon
- Submit the proposal for routing
The Office of Research & Projects team will communicate with you if any of these items require attention or action. For questions, please reach out to orpcontracts@siue.edu.
4. Approvals
Once the Award is created in KR, the account approval process begins.
Step 1 – KR Approval Routing
The Award routes for approval through KR to:
- Principal Investigator (PI)
- Fiscal Officer (FO) delegates, if applicable
- Department Chair
These approvals confirm institutional awareness and acceptance of the award and related responsibilities. Please note that only authorized SIUE officials may sign agreements or legally bind the University on behalf of SIUE.
5. Account Setup
Following KR approvals, Administrative Accounting establishes the grant account within AIS and related University financial systems.
Step 2 – AIS Account Creation
Administrative Accounting will:
- Create the grant account
- Establish associated financial system records
- Notify ORP when setup is complete
Once finalized, the PI will receive a notification email from ORP containing the budget purpose information, as well as confirmation that the Banner Position (BP) number/account is active and available for use.
6. Training
ORP provides support and guidance to help Principal Investigators and departmental staff successfully manage awarded projects.
ORP has a Principal Investigator online training available.
Training and onboarding may include:
- Reviewing sponsor terms and conditions
- Budget and expense management guidance
- Effort reporting expectations
- Hiring and payroll considerations
- Purchasing and travel processes
- Reporting deadlines and compliance expectations
- Introduction to available grant management tools and resources
For new PIs or individuals unfamiliar with sponsored project administration at SIUE, ORP may schedule individualized onboarding meetings to review institutional processes and answer questions.
7. Active Grant
Once the account is active, the project may officially begin.
During the life of the award, ORP and Administrative Accounting partner with PIs and departments to support compliant and effective award management, including:
- Financial monitoring
- Budget revisions
- Sponsor invoicing and reporting
- Effort reporting
- Prior approval requests
- Subrecipient monitoring
- Award modifications
- Closeout preparation and support
ORP remains available throughout the lifecycle of the award to assist with sponsor requirements, institutional procedures, and post-award administration.
Looking for guidance on managing your active grant? Visit the for helpful tools Current Award Resources page for helpful tools, processes, and post-award administration information.
