Advance Department ID / Advance Spending Request Form

PRINCIPAL INVESTIGATORS: Please coordinate with your college or departmental administrators before submitting this form yourselves.

Advance Department IDs / Advance Spending Requests should be used whenever sponsored project work must begin before award receipt and setup. You should not spend funds on a local or appropriated accounts prior to award setup. See the “Advance” Frequently Asked Questions for more information.

By submitting this OSP Advance Department ID / Advance Spending Request Form, you are agreeing and certifying that the:
1. Information and representations provided are complete and accurate to the best of your knowledge;
2. Appropriate programmatic and administrative personnel approve of this request;
3. There is an essential need to advance or commit funds;
4. All necessary research protocols (i.e., IRB, IACUC, IBC, Drone) and environmental health and safety approvals have been obtained;
5. FUNDS ARE AVAILABLE IN THE SURPLUS / DEFICIT ACCOUNT INDICATED BELOW TO COVER ALL EXPENSES DEEMED UNALLOWABLE FOR ANY REASON; and
6. The proposed advance comports with the guidance on the Federal Funding Updates 2025 website, including recent Executive Orders referenced in the “Resources” section.

Questions about completing this form should be emailed to postaward@boisestate.edu.

SECTION I: GENERAL INFORMATION

Please identify your sponsor.(Required)

Idaho Department of Health and Welfare
U.S. Department of Justice
Battelle Energy Alliance (BEA)
None of the Above

ADVANCES CANNOT BE SET UP FOR THE CHOSEN SPONSOR BECAUSE IT WILL LEAD TO UNALLOWABLE COSTS. PLEASE CONTACT SPONSOREDAGREEMENTS@BOISESTATE.EDU IF YOU HAVE QUESTIONS.

Type of Request(Required)

Principal Investigator (PI) Name(Required)

Prefix First Last

PI Email Address(Required)

Enter Email Confirm Email

PI College or Administrative Unit(Required)

PI Department or Administrative Unit (COAS)(Required)

PI Department or Administrative Unit (COBE)(Required)

PI Department or Administrative Unit (COED)(Required)

PI Department or Administrative Unit (COEN)(Required)

PI Department or Administrative Unit (COHS)(Required)

PI Department or Administrative Unit (CID)(Required)

PI Department or Administrative Unit (Provost)(Required)

PI Department or Administrative Unit (SPS)(Required)

PI Department or Administrative Unit (VPFO)(Required)

PI Department or Administrative Unit (Other Units)(Required)

Is the PI the person completing this form?(Required)

Yes
No

Email address of person completing this form.(Required)

Enter Email Confirm Email

Email Address of PI's Departmental Administrator.(Required)

Enter Email Confirm Email

OSP Proposal Number(Required)

Proposal Title(Required)

Primary Sponsor Name(Required)

This is the party from which Boise State is directly receiving funding.

Will Boise State receive a subaward or subcontract from the prime recipient or prime contractor?(Required)

Example: Boise State receives a subaward from University X, and University X’s funding comes from National Science Foundation.

Yes
No

Originating Sponsor Name (If Known)(Required)

The is the original funding source, but not the party from which Boise State is directly receiving funding.

Surplus/Deficit Account(Required)

This is the account to cover all expenses deemed unallowable for any reason (e.g., reduction in funding level, failure to receive the award, delayed award start date, non-compliant expenses, expenses in excess of the awarded amount).

Does this project involve any research protocols?(Required)

Examples: IRB, IACUC, IBC, Drones

Yes
No

What Research Protocols are applicable to this award?(Required)

Institutional Review Board (IRB)
Institutional Animal Care and Use Committee (IACUC)
Institutional Biosafety Committee (IBC)
Drone Operations

Details about applicable Research Protocols.(Required)

For each of the above research protocols identified above, provide (at a minimum) the protocol number(s) and its/their current start and expiration date(s). If the protocol(s) has/have not yet been approved, please explain why it will be appropriate to commence work.

SECTION II: BUDGET

Is Pre-Award Spending Desired (i.e., Before the Award Start Date Indicated Below)?(Required)

If pre-award spending is desired, OSP will evaluate whether it is available for this pending award or if it would create an undue risk of unallowable costs.

Yes
No

Pre-Award Spending Date(Required)

Enter the desired pre-award spending date.

MM

DD

YYYY

Award Start Date(Required)

If the Award Start Date isn’t correct, a new OFC Award and Project(s) will be necessary. If there is a discrepancy, the Department listed above will be responsible to create journal entries to transfer transactions to the new project(s).

MM

DD

YYYY

Request to Spend End Date(Required)

MM

DD

YYYY

Do you expect to have cost share or match on this award?(Required)

Yes
No

What funding source(s) will be used for cost share or match?(Required)

Is cost share or match included in the Internal Budget(Required)

Yes
No

Except for Advance Spending Requests for additional time only, download and complete the Advance Budget Request Form. After completing the requisite information, upload the Excel file below (other non-Excel file extensions are not acceptable).

Upload Budget

Drop files here or

Accepted file types: xls, xlsx, Max. file size: 10 MB.

SECTION III: JUSTIFICATION

Reason(s) for the Request(Required)

Select all that apply.

Need to Submit Employment Action Forms (ECCs, ICPs, PageUp Hiring)
Need to Request Travel Authorizations
Currently in the Expected Project Period
Need to Commence Procurement Activities
Need to More Time (e.g., Extend Advance Period)
Other

Justification for Request(Required)

Please explain why the request should be approved.

Upload Applicable Documents

Example: Correspondence from the sponsor indicating an award is forthcoming, including the project period dates and funding amounts.

Drop files here or

Accepted file types: xls, xlsx, doc, docx, jpg, png, pdf, Max. file size: 10 MB.

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Untitled

Advance Department ID / Advance Spending Request Form

SECTION I: GENERAL INFORMATION

SECTION II: BUDGET

SECTION III: JUSTIFICATION

Office of Sponsored Programs