There can be extenuating circumstances both internal and external that can delay or enhance the internal release of funds for a project. Discussed below are the most common topics which can affect the release of funds or establishment of an account.

Proposal Submission Compliance – All proposals must be submitted through either the Office of Sponsored Programs or The Research Foundation. If proposals are not processed through either of these offices, there is a delay in the university releasing the funds for use on the project.

Cost Share Commitments – When cost share is committed in the proposal phase, a source account must be identified by the P. I. for this commitment. When the award is in the process of being set-up, the funds for the committed cost share must be secured in a separate support account. If the cost share is for release time for any university employee, Form 500’s must be processed for that person(s) putting their committed release time on the cost share support account. All of this must be done before the award funds can be released for spending. See PVAMU Administrative Procedures Manual Section 40.11 (4) - Procedures Relating to Cost Sharing and Matching. http://pvamu.edu/pages/1344.asp

Regulatory Compliance/Protocol – Any award that has any Regulatory Compliance/Protocol issues cannot be released for spending until it has been reviewed by the appropriate Compliance Board and the Board has made a determination regarding compliance. The areas of Compliance and the associated review board include: Human Subjects – IRB (Institutional Review Board); Animal Care and Use – IACUC (Institutional Animal Care and Use Committee); Biosafety of Recombinant DNA and Toxic Agents – IBC (Institutional Biosafety Committee). If a proposal is submitted that has any compliance/protocol issues, an application for review should be done with the University Regulatory Compliance officer at the time of proposal submission to avoid any delay on the release of funds when the Award is received.

Principal Investigator (PI) Orientation – University procedures require PI orientation for all new awards before the funds can be released for spending. See PI Orientation section for more details.

Sponsor Terms and Conditions – Some sponsors may include in the Award notice Special Terms or Conditions which may delay the processing of the award internally. Some examples may include, but are not limited to:

• Restricted funds requiring Sponsor approval before funds are released
• Sponsor required reports
• Required Assurance Statement showing Review Board Approval