After a proposal is submitted, the Post-Submission Pre-Award phase focuses on activities necessary to facilitate timely award negotiation and acceptance. For both federal and private sponsors, this may include responding to sponsor requests for revised budgets, just-in-time (JIT) information, updated biosketches, compliance certifications (e.g., human subjects, animal care, conflict of interest), and other administrative or technical clarifications. At Vanderbilt University, these actions are typically coordinated between the Principal Investigator (PI), Grants Manager (GM), Sponsored Projects Administration (SPA), and relevant compliance offices to ensure sponsor requirements are met promptly and the institution is positioned for smooth award setup.

NIH Just-in-Time (JIT)

NIH NRSA Fellowship Activation Notice

In specific circumstances it may be necessary for spending to begin on a project before it is officially awarded. Sponsors will often allow for a short period of pre-award spending prior to the award start date to be utilized when delays can negatively impact project timelines and critical activities. There are specific requirements and approvals that must be met internally at Vanderbilt to allow for spending to occur prior to award.

Interim Account - Advance Account

FAQ on Interim Account - Advance Account Request & Setup

Pre-Award Spending

eCFR 200.458 Pre-award costs

FAQ on Pre-Award Spending information

FAQ on Pre-Award Spending Start Date in VERA & Oracle

Following receipt of the official award, a series of administrative activities, such as award acceptance and account set-up, are initiated to enable project work to commence.

Award Review and Acceptance

Grant Awards are commonly sent to the Sponsored Programs Administration (SPA) office at spa@vanderbilt.edu, though non-federal Awards regularly go directly to the Principal Investigator (PI). If SPA receives the Award, they begin set-up in VERA; if the PI or department receives it, the Grants Manager updates SPA through the Funding Proposal’s activity: Send Grants Status Update in VERA.  Once the Funding Proposal status is updated in VERA, SPA begins Award setup which involves SPA, the Responsible Department, and Research Finance. 

SPA reviews the Award to ensure The Vanderbilt University can accept the terms and conditions from a legal and protective perspective.

If needed, SPA consults the Contracts Team (for terms and conditions) or Research Finance (for the accounting path).  In lieu of Research Finance, some foundation and corporate awards are managed by the office of Development and Alumni Relations (DAR).  You can find additional information on the Development and Alumni Relations (DAR) office and who manages sponsored project awards for DAR through this FAQ.

For funded Agreements (e.g., Sponsored Research Agreements, Subawards, Sponsored Billing Agreements), the process differs: the Contracts/Subcontracts Teams review, negotiate, and execute agreements before SPA sets up the Award in VERA.

Award Setup

SPA:

• Enters the basic Award details in VERA based on the Award document. 
• Confirms that all Key Personnel on the project are conflict of interest compliant.

The Grants Manager:

• Finds complete instructions in the New Award Setup Guide.
• Reviews award information entered by SPA.
• Enters Oracle PPM details in VERA SmartForms (Financial Setup, Budget Allocation, Budget Reconciliation, Terms and Conditions).
• Updates compliance information.
• Enters the project’s HERD code.
• Provides Department or Research Finance required documentation (i.e., Dean’s Office/CBO waivers or approvals).
• Manage system access: by default, PI, Grants Manager, FUM, and BU receive access; add others as needed.

Research Finance:

• Finalizes VERA and integrates the Award into Oracle PPM, Vanderbilt’s financial system of record,
• Creates the Oracle Award and Oracle Project number(s) that will be used throughout the project to capture grant-related costs.