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UW Oshkosh
Office of Sponsored Programs & Faculty Development
800 Algoma Boulevard
Dempsey Hall, Suite 214
Oshkosh, WI 54901-8610

Phone: (920) 424-3215
Fax: (920) 424-3221
grants@uwosh.edu Need More?
Award Acceptance and Setup

 

Once a proposal has been reviewed and recommended for funding, the sponsor’s program official will often notify the Principal Investigator (PI) directly. Such preliminary or informal advice may precede official notification by as much as several months. Because scientific or program approval does not always guarantee funding, no work may be initiated or costs incurred until the sponsor’s official written notification is received and accepted by the University.

The PI must forward all notifications of award letters to OSPFD at grants@uwosh.edu.  Office staff will enter the award information into the University financial accounting system and notify investigators of the terms and conditions of their awards.

The acceptance of an award, once official notification has been received, represents a formal obligation by the University.  The PI, in conjunction with the Office of Sponsored Programs and Faculty Development, and the Risk Manager, must review the provisions of each offer before acceptance. The PI should ascertain that the scope of work and budget are consistent with his or her proposal and review the schedule for reporting progress or other deliverables.

Award documents that require a signature for acceptance are to be signed by the Authorized Organization Representative (AOR) of the university after the Grants office has negotiated the award.  Once the award documents are signed by the AOR, the project may begin.  The PI is responsible for contacting the Office of Sponsored Programs and Faculty Development to schedule a startup meeting prior to beginning work on the project. 

Startup meeting

 

The PI is responsible for contacting the Office of Sponsored Programs and Faculty Development to schedule a startup meeting.  The PI should schedule this meeting upon official award notification.  At the startup meeting, the PI, Co-PI(s) and Grants Accountant will discuss the award terms, conditions, and reporting and accounting requirements.

The Grants Accountant will assign the award an institutional account number.  Regulations and requirements for the award will be discussed.  Reporting requirements, such as annual reporting or final fiscal reporting requirements will also be discussed.  Any payroll transactions needed to pay project personnel for the project period will be initiated at this meeting.

If the amount of money awarded is different from that requested in the proposal, a revised budget will be needed before the account can be created.  Please contact the Office of Sponsored Programs and Faculty Development for assistance with revising your budget.  The PI can also bring revisions to the startup meeting.  Budget revisions may also be necessary during the course of the project.  If this is the case, the funding agency must grant approval of a requested revision on any budget line item if changes are greater than 10% of the original budget.

Hiring & Paying Personnel

 

UW Oshkosh has several different employee classifications and each classification has as associated fringe benefit rate.  Fringe benefit rates for the current fiscal year can be found: COMING SOON

Human Resources can be contacted for details regarding employee classifications and job titles.

Human Resources Home Page

Other Startup Items to Consider

Contact Postal Services

Postal Services is on the mail processing center for all academic and administrative departments at UW Oshkosh.  A mail code is used to charge postage, printing and copy charges directly to your grant.  The Postal Services website provides information on mail delivery schedules and mailing supplies and services.  Individuals can also visit this website to request a postal code for their grant.  Postal codes are assigned to grants to allow the PI to directly charge mail and printing expenses to the project.

Postal Services Website

E-mail:  postalserv@uwosh.edu

Backcharges

 

If your department paid for any postage, printing or copy charges before you received the mail code and you need to move these backcharges to your grant account.  This transfer of funds is completed through a Transaction Transfer Request (TTR) form.  Forms can be located on the Administrative Services website.

Administrative Services Website

Obtain a Procurement Card

 

A Visa procurement card can be issued to a PI if they will be making purchases of materials and supplies for their project.  The individual applying for the procurement card will be required to sign an agreement and to track expenditures on a reportable monthly basis.  Paperwork for applying for the procurement card in addition to UW Oshkosh procurement policies and restricted purchases listings can be found on the Purchasing website.

Financial Services-Purchasing Website

Obtain a WISDM Online Accounting ID and Password

 

UW Oshkosh does not provide printed accounting reports.  Instead, PIs can directly access their budgetary and accounting information through the Wisconsin System for Data Management (WISDM), a web-based accounting system utilized across the UW system.  It is your responsibility to review accounting detail for accuracy. If you have questions about a posted expenditure in WISDM, contact your grant accountant immediately.

Instructions for requesting WISDM access can be found here:

Completing a WISDM Request

Vendors

PI’s working with vendors on contracts should notify their assigned Grants Accountant at the grant start-up meeting. The Grants Accountant can work with the purchasing office to establish appropriate negotiations between the university and the vendor. The State of Wisconsin has an established Ineligible Vendor List, which should be checked prior to making an purchases.

Additional information on purchasing guidelines can be found on the UW Oshkosh Purchasing website.

Award Acceptance and Setup

 

Once a proposal has been reviewed and recommended for funding, the sponsor’s program official will often notify the Principal Investigator (PI) directly. Such preliminary or informal advice may precede official notification by as much as several months. Because scientific or program approval does not always guarantee funding, no work may be initiated or costs incurred until the sponsor’s official written notification is received and accepted by the University.

The PI must forward all notifications of award letters to OSPFD at grants@uwosh.edu.  Office staff will enter the award information into the University financial accounting system and notify investigators of the terms and conditions of their awards.

The acceptance of an award, once official notification has been received, represents a formal obligation by the University.  The PI, in conjunction with the Office of Sponsored Programs and Faculty Development, and the Risk Manager, must review the provisions of each offer before acceptance. The PI should ascertain that the scope of work and budget are consistent with his or her proposal and review the schedule for reporting progress or other deliverables.

Award documents that require a signature for acceptance are to be signed by the Authorized Organization Representative (AOR) of the university after the Grants office has negotiated the award.  Once the award documents are signed by the AOR, the project may begin.  The PI is responsible for contacting the Office of Sponsored Programs and Faculty Development to schedule a startup meeting prior to beginning work on the project. 

Startup meeting

 

The PI is responsible for contacting the Office of Sponsored Programs and Faculty Development to schedule a startup meeting.  The PI should schedule this meeting upon official award notification.  At the startup meeting, the PI, Co-PI(s) and Grants Accountant will discuss the award terms, conditions, and reporting and accounting requirements.

The Grants Accountant will assign the award an institutional account number.  Regulations and requirements for the award will be discussed.  Reporting requirements, such as annual reporting or final fiscal reporting requirements will also be discussed.  Any payroll transactions needed to pay project personnel for the project period will be initiated at this meeting.

If the amount of money awarded is different from that requested in the proposal, a revised budget will be needed before the account can be created.  Please contact the Office of Sponsored Programs and Faculty Development for assistance with revising your budget.  The PI can also bring revisions to the startup meeting.  Budget revisions may also be necessary during the course of the project.  If this is the case, the funding agency must grant approval of a requested revision on any budget line item if changes are greater than 10% of the original budget.

Hiring & Paying Personnel

 

UW Oshkosh has several different employee classifications and each classification has as associated fringe benefit rate.  Fringe benefit rates for the current fiscal year can be found: COMING SOON

Human Resources can be contacted for details regarding employee classifications and job titles.

Human Resources Home Page

Other Startup Items to Consider

Contact Postal Services

Postal Services is on the mail processing center for all academic and administrative departments at UW Oshkosh.  A mail code is used to charge postage, printing and copy charges directly to your grant.  The Postal Services website provides information on mail delivery schedules and mailing supplies and services.  Individuals can also visit this website to request a postal code for their grant.  Postal codes are assigned to grants to allow the PI to directly charge mail and printing expenses to the project.

Postal Services Website

E-mail:  postalserv@uwosh.edu

Backcharges

 

If your department paid for any postage, printing or copy charges before you received the mail code and you need to move these backcharges to your grant account.  This transfer of funds is completed through a Transaction Transfer Request (TTR) form.  Forms can be located on the Administrative Services website.

Administrative Services Website

Obtain a Procurement Card

 

A Visa procurement card can be issued to a PI if they will be making purchases of materials and supplies for their project.  The individual applying for the procurement card will be required to sign an agreement and to track expenditures on a reportable monthly basis.  Paperwork for applying for the procurement card in addition to UW Oshkosh procurement policies and restricted purchases listings can be found on the Purchasing website.

Financial Services-Purchasing Website

Obtain a WISDM Online Accounting ID and Password

 

UW Oshkosh does not provide printed accounting reports.  Instead, PIs can directly access their budgetary and accounting information through the Wisconsin System for Data Management (WISDM), a web-based accounting system utilized across the UW system.  It is your responsibility to review accounting detail for accuracy. If you have questions about a posted expenditure in WISDM, contact your grant accountant immediately.

Instructions for requesting WISDM access can be found here:

Completing a WISDM Request

Vendors

PI’s working with vendors on contracts should notify their assigned Grants Accountant at the grant start-up meeting. The Grants Accountant can work with the purchasing office to establish appropriate negotiations between the university and the vendor. The State of Wisconsin has an established Ineligible Vendor List, which should be checked prior to making an purchases.

Additional information on purchasing guidelines can be found on the UW Oshkosh Purchasing website.

Contact Us

UW Oshkosh
Office of Sponsored Programs & Faculty Development
800 Algoma Boulevard
Dempsey Hall, Suite 214
Oshkosh, WI 54901-8610

Phone: (920) 424-3215
Fax: (920) 424-3221
grants@uwosh.edu Need More?