Guidelines for Post-Award Administration

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General Guidelines for All Awards:

• All UIUC Campus Research Board (CRB) expenditures must comply with University and State regulations for account administration as outlined in the Business and Financial Policies and Procedures Manual.
  
  
• CRB awards are made to faculty members in response to applications for support on a particular project. The awards are made to fund specific expense items, as outlined in the budget portion of the narrative proposal for the project funded. An Award Number will be assigned to each CRB award and identified on the Award Summary attached to the award letter.
  
  
• Awardees need to contact their departmental or unit business officer to obtain the CFOP to be used for their award and to provide him/her with all the information needed to administer the award. CFOPs will normally be available within two weeks from the date of the award letter.

Funding Information

• CFOPs for CRB awards will be requested by the Vice Chancellor for Research Business Office (VCRBO) from the CFOAPAL Maintenance Team. The Team will forward the new CFOP to the VCRBO and it will be entered into the database. Immediately following the entry to the database, an email will be generated advising the departmental or unit business officer of the new CFOP.
  
  
• Departmental units will be responsible for managing the CFOPs, assuring funds are used in compliance with the award letter and summary, and returning any unused funds to the CRB.
  
  
• An expiration date will be assigned for each award. Awarded funding will be available to the awardee through the expiration date. After the expiration date no transactions are to be charged to the award CFOP.
  
  
• Awardees or their departmental or unit business officer may request an extension of time of up to one year from the initial expiration date. Additional extensions of time will not be granted unless there is a compelling exceptional unanticipated need. To request an extension of time contact the VCRBO at vcrbo@sab.uiuc.edu.
  
  
• Departmental or unit business officers will be responsible for advising the VCRBO when the award has been completed. The VCRBO will deactivate the assigned program or fund code assigned once the award period ends and the CFOP has been cleared to a zero balance.
  
  

Research Support Information

• Funds awarded for non-RA items will be transferred to the assigned CFOP as soon as possible after the CFOP is established by the CFOAPAL Maintenance Team, usually within two weeks of the award date.
  
  
• VCRBO will transfer all research support funds in one lump sum to Account Code 120000.
  
  
• VCRBO will transfer all research support funds in one lump sum to Account Code 120000.
  
  
• Departmental or unit business officers may rebudget within awarded non-RA categories stipulated by the CRB. Rebudgeting to categories not specifically awarded-even if appearing in the original request-will need to be reviewed and approved by the Executive Secretary of the CRB prior to any such rebudgeting. Contact the Executive Secretary at vcrbo@sab.uiuc.edu.

Research Assistantship Information

• RA support is only for the number of RAs, specific time period, and percent appointment outlined on the CRB Award Summary attached to the award letter. Departmental or unit business officers may approve equivalent changes-such as, using two 25% RAs instead of one 50% RA for the same period of time; however, no appointments may be made above 50% or for more than two months during the summer session. Business officers may also approve the postponement of an RA award up to one academic year later.
  
  
• Departmental units will process the RA appointments via Banner to the assigned CFOP.
  
  
• VCRBO will obtain RA appointment data from the EDW on a monthly basis. Funds to cover the allowable RA appointments will be transferred to the assigned CFOP at the end of each semester: fall semester in February, spring semester in June and summer session in September.
  
  
• Health Insurance charges and workers' compensation charges, if applicable, will be covered by the CRB via a separate transfer on the same schedule as the transfer of RA funding for approved appointments.

Humanities Released Time Information

• HRT awards are for $9,000 and are transferred to a departmental CFOP designated by the departmental or unit business officer the semester the released time is taken. The budget transfer will be made to the requested CFOP upon request. To request the transfer email vcrbo@sab.uiuc.edu.

Research Scholar Information

• When a CRB Research Scholar is awarded funding, the endorsing departmental unit will be responsible for the management of the award.

QUESTIONS on CRB POST-AWARD ADMINISTRATION-Contact VCRBO at 244-4033 or email vcrbo@sab.uiuc.edu.

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