Q: I’m interested in writing a grant. When should I bring my Chair and Dean into the loop?
A: It’s always best to touch base with your Chair and Dean before they’re asked to sign the Proposal Summary Form—especially if you’re asking for release time or requesting any kind of cost share. You’ll need to work with the Office of Sponsored Programs on a draft budget, but you don’t want to spend an inordinate amount of time writing your narrative before finding out if your department will support your proposal.
Q: I just found out about a grant that’s due soon. When is the “drop dead” date for getting approvals?
A: The final budget and a draft proposal should be ready to route for signatures two weeks before the deadline. It is possible to expedite the process, but there is no guarantee that the grant will be submitted if the two week internal deadline has passed.
Q: How do I find collaborators?
A: The Pre-Award staff may know of other faculty on campus who have similar research interests, but if it’s off-campus collaborators you seek, be sure to use the COS Expertise Database, which allows you to search for other faculty by region, institution, research interest, and more. See Taryn Chase with questions about your personal COS account.
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Q: How does RU handle subawards (where RU or another institution is a subrecipient)?
A: Once it has been decided who will be the subrecipient to whom, the subaward institution should provide the following for signature at RU:
- Scope of work and/or letter of collaboration (including the requested amount and cost share, if applicable)
- Budget and budget justification
Q: What should I do if I’ve read the funding opportunity guidelines thoroughly, but still can’t find the answer to my question?
A: In most cases, program officers want to hear from applicants before they submit, because their goal is to solicit high-quality applications. After studying the guidelines, FAQ, and past awardees, calling a program officer is the best move that you can make toward being competitive. See this list of possible questions for program officers for guidance.
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Q: Is IRB/IACUC approval required before I submit?
A: Unless specified in the guidelines, approval from research committees is generally required before a grant will be awarded, not before submission. Obviously though, the sooner you can submit your protocol to them, the better.
Q: Who copies and mails the proposal for paper submissions?
A: The Office of Sponsored Programs is responsible for electronic submissions, but due to budget constraints, the PI is responsible for copying and mailing any paper submissions. In rare cases, the PI may provide their budget code for our office to assist with mailing.
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Q: What should I do if I personally receive the award contract/award check/revised budget in the mail?
A: Contact our office immediately for the following reasons:
- Only an authorized official should sign official contract paperwork committing the institution to anything—Anne Pascucci and Cindy Mize both have AOR status.
- Award budget negotiations should take place between the sponsor and the Office of Sponsored Programs.
- Award checks should be delivered to the Office of Sponsored Programs immediately so that it can be deposited in the appropriate account. Under no circumstances should you deposit the check yourself.
Q: What can I do if my award funds haven’t arrived and the project period has begun?
A: Underwriting is available for up to two month’s worth of salary and benefits, but a contract must be received in order to set this up. Please see the Office of Sponsored Programs with questions.
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Q: I just received a new grant. How do I access the funds?
A: Once SPGM receives official notification from the sponsor a Banner account will be created and you will receive a Notice of Grant Award email. This email will contain your Banner account number along with an IFAS account number. Travel and other purchases will be made through eVA using your Banner account number. Personnel action forms, on-campus printing, and on-campus postage will require your IFAS account number. You will also be given access to an interactive spreadsheet on which you will track your spending and available balance.
Q: Do I have to adhere to RU policies and procedures when spending grant funds?
A: Yes. In addition to following RU policies and procedures you will also need to follow sponsor, federal, and/or state regulations. Your grant specialist will explain any additional restrictions that you may have.
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Q: I have personnel budgeted in my grant. How do I hire and/or pay employees or myself?
A: Please refer to the personnel section on our website. Personnel actions such as hiring, one-time pays, and summer salary require a PR40 to be initiated by the PI. Reassigned or release time is initiated and processed by SPGM.
Q: How does reassigned/release time work?
A: Reassigned/release time is the PI’s effort on a grant. This effort is purchased by the sponsor in increments of 25% per course release. The effort of the PI is charged to the grant by a journal entry prepared by SPGM. This journal entry “buys” or reimburses the PI’s department for their salary expense. This reimbursement is used by the department to hire adjuncts to teach the courses of the reassigned/released PI.
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Q: How does RU get the grant funds from the sponsor?
A: The grant award will specify the requirements of obtaining the grant funds. The Office of Financial Reporting is responsible for electronic draw-downs of federal grant funds and most other grant invoicing. In some cases, SPGM will prepare invoices that require more detailed documentation. Occasionally, additional information may be needed from the PIs to prepare invoices.
Q: I need to change my grant budget. Is this allowed?
A: In most cases you can to an extent. Some sponsors are very flexible when it comes to re-budgeting and others are not. Please check with your grant specialist to see what specific rules govern your grant.
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Q: My department is short on funds. Can I purchase office supplies for us on my grant?
A: No. General office supplies, postage, printing (copying), and telephone lines are not allowable grant expenses. It is the responsibility of the department to supply these items. If your grant specifically includes a mass mailing or some other large activity, the cost of these items can be charged to your grant.
Q: I’m nearing the end of my grant period and I’ve not completed the project. Can I request an extension?
A: Yes. A no-cost time extension can be requested in order to complete grant activities. The request will need to be made in a timely manner; usually 90 days prior to the ending date, and include a justification for the extension. You should not request an extension simply because there are unspent funds in your grant. Your grant specialist will send you a reminder that your grant is ending 90, 60, and 30 days prior to the ending date. If you think you may need an extension, please notify your grant specialist.