Institutional Prior Approval System (IPAS) Form
The IPAS form is routed similar to Sponsored Programs Proposal Approval Form. The IPAS is generally routed for the following four reasons:
- Pre-Award Account:
- If there is a need to establish the project after the proposal is awarded but pending official notification, PIs may initiate an IPAS for a pre-award number, with a copy of email from the agency approving such pre-award spending.
- Pre Award accounts which are usually Federal Awards, can be established 90 days prior to the official start date of the award, if allowed by the sponsor. There is no preset spending limit.
- An Advance Account:
- If the PI wants to establish the project prior to the proposal is awarded, he/she may request the setting up of an advance account. For this, PI must get the approval of Department Chair and Dean agreeing to pay for the expenditures incurred until the beginning of the grant date in case agency does not approve the pre-award spending or the proposal is not awarded.
- Advance Accounts are usually established at 25% of the award amount and are valid until the award is officially received or 90 days, at which time approvals should be obtained to extend the account if needed.
- Rebudgeting:
- During the grant period, if there is a need to rebudget between the budget categories in the project, PIs can do so by initiating IPAS form. Where necessary, an approval from the agency needs to be attached with the IPAS form.
- The terms and conditions of the award agreement should specify any budgetary restrictions imposed by a particular sponsor. If the terms and conditions for re-budgeting are not addressed or are unclear in the award agreement, the PI/PD should consult RFS for clarification and direction.
- No-Cost Extension: When an IPAS form is initiated for No Cost Extension, an email or letter from the agency approving such no cost extension MUST to be attached to the IPAS form.
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