Post-Award Process - Acceptance and Negotiation Procedures

After a grant award is announced, the Office of Research and Sponsored Programs (ORSP) will work with the Principal Investigator (PI) to assist with the initiation of award.

The grant award notification must be submitted to ORSP. The grant and subsequent sub-awards and contracts must be reviewed by the Office of Business Affairs (OBA) to ensure the accuracy of payroll and fringe benefits. Time and effort procedures as well as indirect costs and cost sharing will be assessed. Grants and research that include intellectual property will be reviewed and further guidance will be provided.

The OBA accountant will work with the PI or departmental grant administrator to initiate the award setup procedure for all grants. If the new award includes subcontracts or sub-awards, the OBA will work with the PI and ORSP to establish the required agreements.  


  • Grant / Subaward: A financial assistance mechanism providing money, property, or both to an eligible entity to carry out an approved project or activity.
  • Contract / Subcontract: An award instrument establishing a binding legal procurement relationship between the sponsor and recipient, obligating the recipient to furnish a product or service defined by the sponsor and binding the sponsor to pay for it

Subrecipient monitoring

For federal awards, WVSOM is responsible for monitoring the programmatic and financial activities of its subrecipients to ensure proper stewardship of sponsor funds.  The ORSP, OBA, and the PI/PD are involved in subrecipient monitoring.  The ORSP and OBA do a risk assessment of the subrecipient prior to providing an agreement or contract.  WVSOM may also be required by the sponsor to conduct risk assessment and monitoring of subrecipients.  It is important to notify the ORSP and OBA well in advance of a project that has plans to provide subawards outside of WVSOM (see ORSP3 and ORSP5 forms) in order that an appropriate risk assessment and monitoring plan may be developed.