Award Setup

CelebrateCONGRATULATIONS!

Your project was selected for funding! Before you can start spending, your award terms need to be reviewed and your project account set up in UNT Health’s financial and grant management systems. This is where you’ll confirm effort allocation, get your GRAMS account information, and handle any award-related requisitions or purchase orders needed before work begins.

WHAT HAPPENS WHEN YOU'RE NOTIFIED 

When UNT Health receives an award agreement or Notice of Award (NOA), the Office of Sponsored Programs (OSP) logs the notice and reviews the terms and conditions for compliance with sponsor requirements and institutional policy before an account can be created. If anything in the award conflicts with UNT Health policy or the originally submitted proposal, OSP will negotiate the terms with the sponsor on your behalf.  Have Questions About Your NOA?

Submit A Question Contact OSP Contracts

Documents

ITEMS NEEDED FOR AWARD SETUP

The OSP Post-Award team will reach out if anything below is missing, but having these ready in advance speeds up the process:

  • Notice of Award (NOA) or fully executed contract
  • Final, approved budget matching the awarded amount
  • Updated list of research personnel and their effort commitments
  • Current IRB, IACUC, or other compliance approvals, where applicable
  • Subrecipient commitment documents, if your award includes a subaward

SETTING UP YOUR GRAMS ACCOUNT 

Once the award terms are cleared, your project account is created in UNT Health’s Grants and Research Administration Management System [GRAMS]. Your award number, project number and budget setup will be available shortly after activation, and this is the account you’ll use to track spending, requisitions, and reporting for the life of the award.

CONFIRMING EFFORT & SYSTEM ACCESS

Before spending begins, effort commitments for everyone named on the award — PI, co-investigators, and key personnel — are allocated in the system so that salary charges and future effort certification line up with what was proposed and awarded. This is also when department administrators and other team members can be granted account access.

Equipment

REQUISITIONS & PURCHASE ORDERS 

If your project requires equipment, supplies, or services before or immediately after activation, work with your department administrator to submit requisitions and purchase orders against the new account once it’s active.

TRANSFERRING AN AWARD TO UNT HEALTH 

If you’re relocating an active award from another institution, UNT Health can help set up the incoming award so your research continues without a gap in funding. This process involves coordination with your prior institution’s sponsored programs office as well as the sponsor, so reach out to Pre-Award as soon as a transfer becomes likely.

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Award Management