The award lifecycle at Georgia Tech consists of six stages, broken down into two phases (pre-award and post-award). For an explanation of each stage, please see detailed bullets on this page. You can download the Georgia Tech Award Lifecycle Infographic using the button below.
The process begins with the researcher developing an idea and seeking funding. Once a source of funding has been identified, notify your Departmental Research Administrator (DRA) and Academic Unit or GTRI Contracting Officer (CO) of your intent to submit.
The researcher (working together with the Departmental Research Administrator) will prepare a proposal, including a statement of work, budget, budget justification, etc. They will then upload into the appropriate sponsor system (if required). Before any proposal is submitted to a funding agency, it must first be routed through Georgia Tech’s internal review process via the eRouting system at least 3 days prior to the sponsor’s due date.
Once all departmental review and approval has finished and any pre-award compliance concerns have been addressed, the CO [serving as the Authorized Organizational Representative (AOR)] will review and either ask for revisions or submit to sponsor as the authorized signatory.
Award and Sub-award Negotiation & Acceptance
When you receive a Notice of Award or Selection, forward to your CO so award documents can be obtained. The CO will then review and negotiate any terms and conditions, removing or mitigating anything unacceptable, and communicate with you as needed. Any outstanding compliance concerns must be addressed prior to acceptance. Only the CO can accept and execute the award. After award execution, an award (AWD) number will be generated and award is viewable in the Contracting Information System (CIS).
Award and Sub-award Management & Reporting
Grants and Contracts Accounting will create a worktag (G) number for the award in the financial system and you will be notified that funds are available for expenditure. Effort should not commence until G number has been established. You then move into the management and reporting stage of your project where you must follow the administrative requirements, cost principles and specific terms and conditions applicable to the award.
Project closeout is an administrative process that is handled in conjunction with a Contracting Specialist assigned to the OSP Closeout Team. The requirements for project closeout are established by contractual provisions and/or agency regulations.
This award lifecycle section of the website was created to guide researchers through every stage of the process and answer frequently asked questions. At every stage, we are here to support you. Please don't hesitate to contact us with any questions you have along the way.
To stay current on federal funding opportunities, faculty should search comprehensive websites that list federal funding opportunities and sign up for e-mail alerts in areas of interest. Learn more »
Prepare a Proposal
Once a funding opportunity has been identified, principal investigators (PIs) prepare a proposal. Every grant proposal has its own special requirements for information that needs to be included. Learn more »
Negotiation and Acceptance
Once you receive a Notice of Award or Selection, forward to your CO, or if it is unavailable communicate with CO so award documents can be obtained. CO will review and negotiate any terms and conditions, removing or mitigating anything unacceptable, and communicate with you as needed. Learn more »
Manage an Award
GTCrossroads offers campus administrators, researchers, and PIs the ability to track proposals, manage awards, request subagreement actions, and submit deliverables. Once a new award has been granted, the Office of Sponsored Programs is responsible for several activities associated with managing the award. Learn more »
Project closeout is an administrative process that is handled by a contracting specialist assigned to the OSP Closeout Team. The requirements for project closeout are established by contractual provisions and/or agency regulations. Learn more »