Occasionally, a project may require incurring costs before the official award start date. These pre‑award costs may be allowable if the sponsor permits spending prior to the start date and the expenses comply with the award’s terms and conditions. Some sponsors allow pre‑award spending only with written prior approval, while others permit it under specific circumstances.
The National Institutes of Health (NIH) and the National Science Foundation (NSF) allow recipients, at their own risk, to incur necessary and otherwise allowable project costs up to 90 days before the beginning of the initial budget period for a new or renewal award. Prior approval is not required for this 90‑day window, provided the costs are essential to the project and would be allowable under the grant once awarded. (NIH GPS 7.9, NSF PAPPG Chapter 10)
Read the award terms and conditions, sponsor policy and other sponsor guidance materials.
Request for Authorization to Spend (RAS)
If sponsor prior approval is required for planned pre-award spending, UCLA Policy 920 allows the Principal Investigator to "request permission to spend a specified amount of money during a specified period against an appropriate account and fund number prior to the receipt of an executed award from the funding agency” provided certain conditions are met. If the award is not ultimately issued the department is responsible for covering all incurred costs.
UCLA Process
- Complete and obtain the appropriate signatures on the Electronic RAS form (ERAS).
- By signing the ERAS, a UCLA Chair, Department Head, or Dean agrees to assume financial liability if the award is not made, or if any expenditures are later disallowed.
- Submit the completed and signed ERAS form to awards@research.ucla.edu.
- Upon approval, a fund number will be assigned.
OCGA cannot approve a RAS unless all applicable compliance requirements for the project have been satisfied. This may include:
- Institutional Review Board approval
- Animal Research Committee approval
- Financial Conflict of Interest disclosures, and
- Any other compliance obligations associated with the project.