· To provide a document that informs all interested parties that an award has been fully executed and summarizes the terms and conditions of an award from award activation to final reporting requirements. The Account Information Sheet (AIS) provides the account combination required to activate the award.
POLICY STATEMENT
· The Account Information Sheet is the document of record for the
University which outlines the terms and conditions of the Notice of Grant
Award. It should be reconciled and reviewed against the Notice of Grant
Award by the principal investigator and responsible business administrator,
and shared with participating departments as appropriate.
REASON FOR PROCEDURE
· Develop a standard procedure to ensure that all responsible parties
verify and comprehend the information in the AIS prior to entering a budget
into FinMIS
WHO SHOULD KNOW THIS PROCEDURE
· Deans
· Center and Institute Directors
· Department Chairs
· School of Medicine Administration
· School of Medicine Faculty/Investigators
· Business Administrators
· Office of Research Support Services
· Penn Research Services
GENERAL INSTRUCTIONS
· When an award is accepted, Research Services prepares an AIS
that summarizes the terms and conditions of the award. A copy of the AIS
is distributed to the responsible Business Administrator (BA), and the
Office of Research Support Services (ORSS).
· Review relevant items for accuracy and completeness.
PROCEDURES
· Review proposal submitted and terms & conditions of the award.
Compare with AIS and Notice of Grant Award (NGA) and review for accuracy.
Contact Research Services if corrections are needed.
· If faculty/staff from other departments have approved funds on
the award, the administering department of award must notify participating
department in writing of the applicable details of their portion of the
award, i.e. chart of account combination, start and stop dates of the
budget period, etc.
· Enter FinMIS COA attributes and confirm that the information
is correct.
· Upon receiving AIS, review all items and forward a copy to PI.
CONTACTS
· Departmental Business Administrators
· Office of Research Support Services
· Penn Research Services
FORMS AND ATTACHMENTS
· The Research Service's AIS Field Guide website:
http://www.upenn.edu/researchservices/rs/forms.html
· The Research Service's AIS summary website:
http://www.upenn.edu/researchservices/spmanual/ais.html
