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Notice of Award & Account Set-up

In order for a project team (PI, grant administrator, researchers) to begin spending on a sponsored award, certain steps must be taken in order to approve and set up the account. Intended for administrators, this section covers Notice of Grant Award, key Terms and Conditions, and Account Set Up.

Notice of Award

When a proposal has been funded and the award letter has been received, the Office of Research Administration (ORA) facilitates acceptance for the Health System and obtains signature of the Authorized Organization Representative or assigned delegate. 

ORA is charged with officially accepting the award and completing the final acceptance process in accordance with institutional policies. In addition to processing the award, ORA is responsible for 

  • Negotiating and accepting grants and contracts on behalf of the Health System. 
  • Serving as the principal liaison between the Health System and its sponsors. 
  • Approving programmatic and budgetary changes to sponsored projects.

While the Principal Investigator/Project Director (PI/PD) assumes the responsibility for financial oversight and completion of the work, Parkland remains legally responsible for the award. Therefore, all awards must conform to Parkland  policy and procedure.  Awards can be made by public or private sponsors, and they are typically conveyed via one of the following legal instruments:

Grant

  • Usually unilateral (meaning it does not require both parties to sign)
  • Undertaken on a “best efforts” basis (that is, no guaranteed results)
  • No deliverables other than technical and financial reports
  • Often allow certain post award revisions (e.g., rebudgeting, one time no cost extension) without sponsor approval

Contract

  • Usually bilateral (that is, both parties must sign)
  • Often requires specific results and/or deliverables beyond merely technical progress reports (i.e., delivery of an item, achievement of certain milestones, etc)
  • Restricts us to approved budget and timeline – no changes without sponsor’s written approval

Cooperative Agreement

  • Used when sponsor anticipates substantial involvement of its own personnel in the work
  • Usually bilateral (ie, both parties must sign)
  • Can require specific results, deliverables or milestones
  • Similar to grants, some post-award actions can be approved “locally” (e.g., rebudgeting, one time no cost extension)

Gift

Other Type of Agreements

For more information regarding the wide array of business agreements and contracts for research, contact the Director of Research Grants & Contracts via email at Research@phhs.org or 214.590.3723.


Award Terms & Conditions in Brief

The terms and conditions of an award define the relationship between the sponsor and Parkland, clarifying each party’s obligations. Terms often include:

  • Award amount and payment terms
  • Budget and project periods
  • Responsible personnel – for the Sponsor and Parkland
  • Statement of work
  • Reporting requirements – technical, financial, invention, property
  • Procedures for making programmatic and budgetary changes
  • The use of program income
  • Ownership of intellectual property
  • Publication rights
  • Confidentiality requirements
  • Expanded authority for award changes

The number and complexity of these terms will vary greatly depending upon the source and type of award.


Award Routing & Account Set-up

Upon receipt of award document, a Contract Request Sheet must be completed, Contact the Office of Research Administration for guidance. Information contained within the  Contract Request Sheet is entered into Contracts Director (Parkland’s Contract Management System) by Legal, including, but not limited to:

  • Sponsor Name
  • Project Title
  • Contract Number
  • Period of Performance
  • Amount of Funding

A Contract ID number is assigned to the award document within the contracts system.

Once the award is fully-executed, a Cost Center will be established against which expenses are tracked in accordance with the approved budget as awarded. Complete a  Cost Center and Account Change Request Form concurrent with the Contract Request Sheet.


Forms, Guidance, & Agreement Templates

Forms & guidance

Parkland agreement templates