Frequently Asked Questions

Accepting an Award

Do I need to send you a copy of the Notice of Award or the draft contract if I know ORSP was sent a copy?
No, but to be safe, call the front desk at ORSP (5-3423) and make sure the document was received and that it has been linked to your name and PIAF.

Contracts and Subcontracts

Why does it take so long to get a contract signed?
Contracts often require negotiation regarding the "terms and conditions" of the contract. This is a process of exchanging draft language on topics such as intellectual property, insurance coverage and reporting requirements. All contracts specialists everywhere are very busy and it sometimes takes a while for them to respond. Researchers can help by staying in touch with their Portland State contracts specialist and providing any information that is needed.

I don't care if the sponsor keeps the rights to my data or invention. Can I agree to that when I am talking with them?
No, the researcher cannot agree to forfeit rights in data or inventions to the sponsor because, in fact, the rights belong to the Oregon University System. Unless the University has assigned the rights to the researcher in writing, the rights are not the researcher's to give. In addition, the University manages intellectual property rights with an eye to protecting the researcher's future work. There is a potential danger that giving current rights could interfere with the PI's future research.

I signed a contract and sent it back to the sponsor. What should I do now?
Call ORSP immediately! This contract is not binding because it is not signed by an authorized official of the University. Send a copy of what you signed to the contracts specialist and notify the sponsor that the contract will need to be reviewed and some terms may need to be negotiated.

Who usually prepares the contract?
Whoever is giving out the funds (the sponsor) usually prepares the first draft of the contract or subaward.

In other cases, Portland State will be receiving research funds from an entity that may choose not to write the contract themselves. In these cases, the sponsor or the principal investigator can ask the ORSP contracts specialist to draft the contract language.

Sometimes Portland State is the prime recipient of funds and wishes to establish a subaward or contract with another University or institution to do part of the research. In this case the ORSP contract specialists are responsible for drafting the contract or subaward language for review by the secondary recipient institution. The principal investigator will need to provide the contracts specialist with a completed Request for Subcontract form as well a scope of work and a subcontract budget.

Project Monitoring

Can I arrange for a trip when there is no travel allowance in my approved grant budget?
Generally, you cannot charge travel to a grant that has no travel in the budget. However, if permission is obtained in writing from the granting agency, the travel expense would be allowed.

Can I carry remaining funds from the previous budget year in the current year for my research award at PSU?
Carry forward of funds varies depending on the terms of the award. If in doubt, contact the Research Accountant assigned to your award. Requests to agencies for carry over would go through the Office of Research and Sponsored Projects.

To whom do I send PSU grant expenses claims for reimbursement?
The completed, signed PSU Reimbursement Request Form with required original receipts should be sent to the Research Accounting office for processing. This reimbursement form is located here.

What is the current available balance on my PSU grant?
Banner screen FRIGITD shows the current available balance. Enter the index number in the appropriate field, go to the next block and scroll to the bottom. The available balance will be on the "Direct Cost" line. This balance will not include transactions that have not been entered and approved in Banner. In BANWEB, enter Finance, then select “Grant Inception to Date” and find your grant number. The Inception to Date report will come up on the screen and the available balance showing in the “Direct Cost” line is the balance. This balance will not include transactions that have not been entered and approved in Banner.

Who is responsible for the financial reporting on my PSU grant?
The Research Accountant assigned to the award is responsible for meeting the financial reporting requirements of the granting agency. However, daily, monthly, quarterly, etc. financial reporting demands of the department or PI are the responsibility of the department support staff or the PI, themselves.

Who should I contact for wages distribution on my PSU grant?
Contact your departmental support person or the Payroll Department for distribution of wages and appropriate forms to use.

Will I be allowed to rearrange my current research award budget at PSU?
Budget changes may be allowed depending on the terms of the award. If in doubt, contact the Research Accountant assigned to your award.