Limited award services are provided by the Office of Research Services (ORS), while the Office of Accounting Services(ORA) provides comprehensive post-award services. ORA reports to the Office of the Chief Financial Officer and Vice President for Administration & Finance. ORA is not part of the ORS or the Office of the Vice President for Research.
ORS is a central point of contact for agency grant or contract officers regarding administrative matters both during negotiation and throughout the project. You can find information below regarding the following areas:
- Federal Demonstration Partnership (FDP)
- Award Acceptance
- Establishing an Institutional Budget
- Award File Maintenance
- Sub-recipient Agreements
- No-Cost Extensions
ORS adheres to a service-oriented philosophy. The PI/PD's (Principle Investigator/Project Director) main concern should be attaining project goals and objectives, not dealing with time-consuming tasks. It is our goal to remove as much of this burden from the PI/PD as possible. In its continuing role of advocacy, ORS will work on behalf of the PI/PD to resolve issues and problems of both an external and an internal nature.
While technical negotiations are always conducted with the PI/PD, business, financial and administrative negotiations are conducted with personnel authorized to negotiate on behalf of the university. ORS is the office authorized to negotiate these matters. The PI/PD will be involved and informed in any negotiation, and no decisions will be made without full concurrence of the PI/PD.
Federal Demonstration Partnership (FDP)
Texas Tech University is one of the institutions selected nationwide to participate in the Federal Demonstration Partnership (FDP). Should your funding fall under the FDP terms and conditions, the remarks section of your Notification of Award (NOA) will state this. Questions or additional details on this program may be addressed to ORS.
Award documents take many forms depending upon the type of agency and project. Most of these documents require review and signature by someone authorized to sign on behalf of the institution. ORS is responsible for award document processing and assigning the highest priority to these actions. Individual faculty members ARE NOT authorized to sign sponsored project agreements on behalf of Texas Tech.
Establishing an Institutional Budget
Upon conclusion of any negotiation and receipt of fully executed award documents or other proof of award, ORS forwards it along with other pertinent information to the Office of Accounting Services for assignment of a Fund, Organization, Program (FOP) and entry into Banner. The Office of Accounting Services (OAS) reports to the Vice President for Finance and Administration. The OAS is not part of ORS or the Office of Vice President for Research. Once the PI/PD receives notification of the project FOP, funds may be encumbered or expended against the project.
Award File Maintenance
ORS will maintain a record of all the funding documentation and project regulatory requirements. Feel free to contact us with your questions. Details on current grants and contracts are entered into an award database. This information is then distributed to the Board of Regents, Chancellor, President, Vice Presidents, Deans, and Chairpersons of the University on a monthly basis.
Sub-recipient Agreements (Subcontracts and Professional Services Agreements)
ORS is responsible for preparing and executing all sub-recipient agreements on sponsored projects. When a project involves assistance external to Texas Tech, the sponsor must be informed. A sponsor is usually notified at the proposal stage of a project. It is the responsibility of the PI/PD to inform ORS at the earliest stage of negotiation with the sub recipient. No binding agreement can be made with any sub recipient on a sponsored project unless the agreement is signed by someone authorized to sign on behalf of Texas Tech. Sub recipients who complete tasks without having a fully executed agreement may not be paid, or, at best, will have their payment significantly delayed.
If unforeseen circumstances require the project end date to be extended, ORS will negotiate with the sponsor. The PI/PD should contact ORS well before the project end date if an extension will be needed. The terms of the award agreement may specify a date beyond which an extension cannot be granted. In general, if an extension is anticipated, the PI/PD should notify ORS at least 60 days prior to the scheduled project end date. The PI/PD should prepare a short justification for making the request. If a significant percentage of project funds remain unexpended a revised spending plan also should be submitted. Merely having unexpended funds generally is not sufficient justification to extend a project. Project extensions should not be requested for projects on which renewal is pending.