Operating as part of the Controller’s Office, the Office of Sponsored Programs helps the MCW community achieve its educational and research mission by providing efficient and effective post award management support for sponsored projects. Sponsored Programs maintains responsible stewardship of sponsored projects as directed by the values of our office and the applicable federal, state, and agency regulations and policies. It also ensures effective communications with appropriate MCW offices concerning grant reporting and oversight responsibilities, and strives to provide professional and quality customer support and services.
MCW receives funds from Federal and non-Federal sources as support for sponsored awards. There are legitimate instances when a Principal Investigator (PI) will need to incur costs associated with a sponsored award prior to official Notice of Award (NOA) receipt. Federal sponsors usually permit charges for up to 90 days before the start date and many industry sponsored clinical trials allow for start-up costs.
A pre-award start date can be in advance of the expected award start date if permitted by the award sponsor. All costs incurred on a pre-award account must be charged in accordance with the sponsoring agency agreement and/or guidelines. Rather than charging these expenses to an account not associated with the award and then having to process cost transfers after the award is officially accepted, the department can request a pre-award account to be set up by the Office of Sponsored Programs. eBridge should be used to request a pre-award account for awards with Funding Proposals (FPs) in the system. If eBridge will not be used for the award, the Pre-Award Account Establishment Form found on the Sponsored Programs Forms page, should be completed and sent to firstname.lastname@example.org.
As pre-award accounts and their associated costs can put MCW at risk, the requesting PI/Department will be required to identify an alternate (unsponsored) funding source that has adequate funds to cover pre-award costs if problems arise with the funding of the official award prior to Sponsored Program’s approval of a pre-award account. PIs are responsible for ensuring that all costs incurred before the award is officially received are charged correctly to the pre-award account. The pre-award account will continue to be used for charging allowable expenses once the award is made.
Every department has a designated liaison with the Office of Sponsored Programs who will distribute information to all principal investigators. This liaison may be the Department Administrator or their designee.
Research investigators are also welcome to attend training sessions offered to administrative staff periodically by the Office of Sponsored Programs.
Funding agencies and MCW policies require that final project reports for sponsored research be submitted in a timely manner in order to allow close out of accounts. Sponsored accounts do not automatically close when the grant expires, funds are fully expended or the PI leaves MCW. The academic department will coordinate the closing of specific fund accounts with the Office of Sponsored Programs once they have received the final project reports from the PI.
View complete Sponsored Programs contact list here (intranet access required)
Find additional resources and training on the Sponsored Programs website:
Sponsored Programs Website (intranet access required)
Our offices are located in Suite 145, Research Park Building, 10000 Innovation Drive, Milwaukee, WI 53226