Temporary Projects

Manage Expenses from Day 1

Temporary projects are a critical part of award setup. They allow your department to manage award expenses before or immediately after the award is officially received, helping to reduce payroll and cost transfer issues later.

Overview:

• A chartstring is created to identify the responsible investigator, department, and school, and to maintain oversight of expenditures and effort.
• Temporary projects may be used for new awards or new years of continuing awards, covering up to one year.
• Departments are responsible for ensuring expenditures do not exceed available funds; any overages must be reimbursed to the University.

When to request:

• Before award receipt, if there is a high likelihood the award will be made.
• After award receipt, the temporary project is updated with the finalized award information.

Why temporary projects are important:

• Ensures payroll and other project expenses are charged to the correct project.
• Reduces errors and administrative burden for future cost transfers.

How to Request a Temporary Project

1. Prepare the Request Form:
   • Use the Temporary Project Request Form.
2. Complete Required Information:
   • Proposal/Grant Type: New project, continuation, or extension of an existing award.
   • Cost Share or Over-Salary-Cap Requirements: Submit appropriate forms if required.
     • Salary Cap Information
     • Cost Sharing Commitment Form
   • Project Information: Fill in all required fields.
   • Intent to Fund: Complete all necessary details.
3. Routing in Kuali Research:
   • Route the proposed project in Kuali Research before setup.
   • Attach relevant proposal documents, including scope of work and proposed agreement.
4. Signatures and Guarantee:
   • Principal Investigator (PI): Must sign and date.
   • Dean or Designee: Required for IPA with VA.
   • Department Chair: Required to guarantee project setup.
   • Guarantee: You must complete this entire section. If not completed, your temporary project will NOT be set up.
5. Follow-Up:
   • If the award document is not received as expected, follow up with the sponsor.
   • SPA will monitor temporary projects that are more than 90 days old without an executed award document and will work with the department to ensure timely follow-up with the sponsor.
   • All requests are reviewed and approved by SPA prior to setup.