Article Intended For
All university faculty, staff, and researchers with permission to use and/or access Penn State Research Information System - Negotiation Manager
Introduction
Award Notification emails are generated from Negotiation Manager. After an agreement has gone to Contract File, an award notification email is sent by the Central Processing Office (CPO) processing staff taking action on the Distribute Tab within Negotiation Manager. Users will review the recipient listing that is pre-populated and can add or delete recipients before sending the notification. In some instances, a special alert message will be included on the award notification email which are outlined in this article.
Article Body
Steps for Award Distribution:
- DISTRIBUTE tab will appear in Negotiation Manger after agreement has gone to Contract File
- Make any appropriate recipient changes (pre-populated email addresses can be removed or email addresses can be added)
- Click on SEND button
- Increase
- Decrease
- De-Obligation
- Increase
- Email is sent to recipient list
Manual Account Setup May Be Required Notification
When an IAF does not exist for an award, when the award notification email is sent, it will include the following comment for College AOR's:
"No IAF exists for the OSP# referenced above; a manual account creation may be needed. Please complete the SIMBA Mass Upload Template. Upon template completion please email it to Research Accounting."
Fabrication Expenditure Questionnaire (FEQ) Notification
When “YES” is indicated for the Fabricated Equipment Question on the IAF, and the action type within Negotiation Manager is “New” or “Additional Funds,” the award notification that is sent will include the following comment:
“A Fabrication Expenditure Questionnaire (FEQ) form must be completed for the award (CR2020). Please submit the completed form to Property Inventory within 30 days.”
The Office of Property Inventory (CCOpropertyInv@mymail.psu.edu ) will be copied on the award notification. For College of Medicine awards, the Controller's office (controller@pennstatehealth.psu.edu) is also copied on the email.
Special Business Rules for Distribution
For New and Additional Funds log records where the sponsor or prime sponsor is National Science Foundation (NSF), if an OSP# has not yet been assigned and the Statement of Award (SOA) has not yet been created, after selecting "DISTRIBUTE' an alert message will appear and system will prevent Distribution.
After clicking OK, a user will see another message at the bottom of the DISTRIBUTE tab. For more information regarding the RCR email, please see: ORIS-SIMS: NSF Responsible Conduct of Research (RCR) Training Email
Large Dollar Award Notification
Sent when the Total Anticipated Award Amount is $8 million or greater.
Links
ORIS-Managed Systems - Material Equipment Classification - Fabricated Equipment
ORIS-SIMS: NSF Responsible Conduct of Research (RCR) Training Email