Most incoming subcontracts received by Emory University will be executed with the prime grant recipient for only the current budget period being awarded even if the expectation is that the project will last from 3 to 5 more years. This is a choice made by the prime grant recipient since, in most cases, only the current year funds are obligated by the same prime sponsor. Emory University’s practice with external subcontracts follows a similar process.
Because the legal document awarding the funding is limited to that single period, the award will be setup in Compass for only that budget period (in most cases a 1-year period). OSP understands that with the strong controls around project end dates in Compass, this can pose challenges as a new year on the subcontract begins. This can be especially true since it is often the case that subcontract modifications for the new year of funding can be late in coming. To help address these issues, the following options are available:
- If the subcontract will not have carryover (this can often be determined by information in the subcontract document or by the type of grant to the prime recipient), a new project will need to be created and a PAN should be requested. this follows the standard procedure from prior years.
- Once the form is received in OSP, the request will be reviewed and the Compass projects extended per the request. It will be noted in Compass and on the NOA that the project is being provisionally extended in anticipation of a new-year subcontract per request.
- If there is a reasonable expectation that the prime institution will grant Emory automatic carryover authority (either through the history of an ongoing award or because it is explicitly stated in the subcontract document), OSP will allow the option of obtaining a “provisional extension”. Upon receipt of a request for a provisional extension, OSP will extend the project end date in Compass in anticipation of receipt of a fully executed subcontract from the prime which grants Emory automatic carryover. the maximum period OSP will extend a project is one year. A provisional extension may be requested, as follows:
- Provisional Extensions will be requested using OSP’s existing Pre-Award Number Request system. This can be found on OSP’s website at http://www.osp.emory.edu at the top of the left menu bar.
- Complete OSP Pan Request Form
- – In the section for Reason/Justification for PAN request, select the option for OTHER: and note in the space provided that you are requesting a provisional extension of an existing subcontract in anticipation of receipt of new-year funding and automatic carryover. Please note on the form the specific projects which need extension
- Obtain the necessary signatures
- Submit the PAN request form online through the standard process
Questions? Please contact Holly Sommers at hsomme2@emory.edu