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Pre-award Spending

Pre-award spending - on most federal awards, a 90-day pre-award spending period is allowed when an award is forthcoming, but has not yet been received by SPA. Requests to exercise pre-award spending are approved by SPA via the Institutional Prior Approval System (IPAS). When pre-award spending greater than 90 days is necessary, the IPAS should include a formal request to the federal funding agency outlining why pre-award spending more than 90-days before the project’s start date is needed. The SPA award coordinator can assist with developing this request. Pre-award spending greater than 90 days will not be approved by SPA until the sponsor has given formal approval.

Advance account – an advance account request may also be submitted to SPA to allow the PI to obtain the grant account number before the formal award is fully executed. Usually, advance accounts are used to initiate HRS paperwork for grant related personnel and for procurement purposes.

Distinct from pre-award spending is that an advance account may only cover costs incurred within the project period identified in the sponsor’s award.

An advance account may be requested and approved through SPA via the IPAS.

Breaks between budget periods - a "break between budget periods" spending authorization may be requested when an ongoing award has not yet received the next year’s funding increment, SPA has submitted a request for a no-cost extension, and/or the PI needs to set-up HR/Payroll paperwork, etc. to meet internal deadlines. An authorization may be requested and approved through SPA via the IPAS.