Updated Project Activation Request Guidance

Published May 16, 2025, via Research News

Effective May 16, 2025, the University has paused Project Activation Request approvals for the following:

  • New Federal direct awards
  • NIH Continuations with a foreign subaward
  • FAR Contracts (JROC negotiated contracts)
  • Federal Direct Contracts (JROC negotiated contracts)
  • Subcontract Continuation out years (example: Year 1 is on PA and has expired, departments will not be able to place Year 2 on Project Activation).

Subcontract (federal flow through) Project Activation requests will require a copy of the Prime Award holder’s current year Notice of Award (NOA) or evidence of an NOA (e.g. eRA commons screenshots or NIH Reporter screenshot).

If you already have an award with a status of “Project Activation” or “Federal Direct Continuation Pending NOA” on a federal or federal flow-through award, it is encouraged to minimize advance spending.

Note: Unrecoverable costs are the responsibility of the PI/department.

All Project Activation requests will require a guarantor account (for example, Cost Center or PI) in case the award is not funded.

Exceptions to the above must be approved by the School of Medicine Department Chair or Danforth Dean.

Types of Requests 

  • Pre-award costs: to cover pre-award spending before the anticipated project start date. Permits the charging of allowable expenses on federal and some non-federal sponsored projects up to 90 days prior to the start date of the award.
  • Awaiting agency approval: to begin or continue spending on the anticipated project start date prior to receiving the Notice of Award.

Things to Know 

  • Project Activation awards are distinguished by the Workday Award Line Lifecycle Statuses “Project Activation” and “Federal Direct Continuation Pending NOA”.
  • Sponsor invoices are not issued for “Project Activation” and “Federal Direct Continuation Pending NOA,” as we do not yet have the sponsor’s official approval for expenditures.

For more information, visit the Award Management webpage.

Questions?

Contact Sponsoredprojectsforms@wustl.edu.