Award/Account Setup

Account Setup

Advance Account Procedures

If a PI has received notice from a sponsor that a pending proposal has been selected for funding, before activity on the project can begin or costs may be incurred, an account should be created.

If the need exists to start project activity and incur costs in advance of the final execution of the award document, a PI may initiate an advance account request. The establishment of an advance account is approved by the fiscal officer and the resulting department and dean. 

To establish the advance account, the PI must send the following to contracts@siu.edu:

• Verification from the sponsor that includes the award amount and a firm project start date.
• A completed and approved Request to Establish an Advance Account Form.
• A copy of the final approved proposal checklist (including a scope of work, budget and budget justification). 

 Additional considerations:

• The Request to Establish an Advance Account Form must include the budget purpose number that will be used if the proposal is not funded, has a different effective date or if disallowed costs are incurred during the advance period. The fiscal officer of this guaranteeing account must approve the advance account request.
• Unless there are unusual circumstances, the advance account should be limited to three months with an appropriate budget to cover this period.
• If the approvals as defined above, and the required information are not received, the advance account cannot be released.