Pre-Award Risk

Pre-Award Risk

Externally sponsored programs frequently have start dates that precede the finalization or receipt of formal award documents or agreements. When time is of the essence or when a fund number is required to develop position descriptions and job announcements, the PI can request a PRA (formerly called and AOR). The PRA authorizes the establishment of a restricted funds account from which the PI may make expenditures for 1-3 months.

This policy defines the general parameters through which the Vice Chancellor for Research and Engagement might assume financial risks associated with sponsored research or projects prior to the receipt of a formal award or fully executed agreement or prior to the receipt of continuation support for multi-year projects; sets forth the necessary administrative review process; and designates who, within the University, authorizes a Pre-Award Risk Assumption (PRA).

What can PRA Be Requested for?

• Pre-award expenditures that do not fall under the federal 90 day pre-award expenditures umbrella
• New awards
• The period between the end date of a current budget period and receipt of the next increment of funds. This would not apply to multiyear federally funded awards that have automatic carryover.
• If IRB or IACUC approval is pending, PRAS will only be approved for the portion of proposed awards that does not require IRB/IACUC approval

Administrative Review Procedure

PRA requests must be reviewed and approved by the Office of Sponsored Programs (OSP), the  Office of Contracts and Grants (C&G), and the Vice Chancellor for Research Engagement.

1. The PI completes an PRA Request Form and attaches supporting documentation:
   • The PRA request form is here: UNCG PRA Request Form
   • The first attachment is an itemized budget for the period requested (1-3 months). Direct costs, only.
   • The second attachment is supporting documents or correspondence (email is fine) to show award is imminent.
2. The PI then submits an PRA request to the Office of Sponsored Programs (preferably via email).
3. The Offices of Sponsored Programs and Contract and Grant Accounting review the request and make recommendations.
4. If the PRA request is recommended by both OSP and CGA, it is returned to OSP to be entered into Cayuse.
5. The PRA request is then sent to the Vice Chancellor for Research and Engagement for approval and guarantee.
6. Once ORE has approved the PRA, this is noted in Cayuse and the PRA goes to Contract and Grant Accounting so a fund number can be assigned. The PI will be notified when this is done. Please note that it can take a week for the fund to be established.