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12.1 Coordination of Grant Proposals
The Office of the Associate Vice President for Research and Graduate Studies is responsible for coordination and approval of proposals for extramural funding and will:
12.1.1 Disseminate information relating to funding sources.
12.2.2 Assist in the preparation of proposals. This assistance will include information relating to payroll, employee benefits, indirect cost, billing instructions and method of receipting funds. The University's policy is to bill quarterly; however, exceptions can be made if required by the agency or if deemed necessary by the Manager of Grant Accounting.
12.1.3 Serve to ensure that proposals are reviewed and approved by the appropriate academic and administrative officials (Departmental Chair, Dean or Administrative Officer as applicable). The Associate Vice President for Research approves for the University.
12.1.4 Notify the proposer and the appropriate Dean or Administrative Office as applicable and Departmental Chair of the final disposition of the proposal by the funding agency.
12.1.5 Assist as necessary in updating of budgets and assuring compliance with contract terms.
12.1.6 Ensure that all proposals, grants, contracts and cooperative agreements receive appropriate approvals.
12.2 Acceptance of Grant Award by the President or Associate Vice President for Research
Upon acceptance of a grant award by the University, the Project Director will be notified and shall submit a line item budget via the Departmental Chair and Associate Dean to the Office of the Associate Vice President for Research. This budget should correspond to the one in the proposal or in the grant document. The original, signed document for the grant, along with the budget and other documents necessary to establish the responsibilities of the University, will accompany the notice of activation from the Associate Vice President for Research to the Grant Accountant in the Business Office. The initial activation may or may not include funds for the entire period of the grant.
12.3 Establishment of Account Numbers and Activation of Project
The Grant Accountant in the Business Office will establish an account number after receipt of acceptable items noted in Accounting Policies and Procedures, Section 12.2.
12.4 Policies and Procedures Governing Incurrence of Obligations and Expenditure of Funds
Policies and Procedures of the University relating to obligations and expenditures will be observed on grants as they apply to any University account; however, all expenditures must be requisitioned on the appropriate forms using a single sequence of requisition numbers.
12.4.1 No obligations or expenditures are authorized until the activation of the grant is prepared and approved by the Associate Vice President for Research. Any exception must be approved in advance by the Vice President for Business and Fiscal Affairs.
12.4.2 The Project Director must sign all requisitions and invoices. These requisitions are to have the approval of the Departmental Chair, Dean or Administrative Officer, as applicable, and the Grant Accountant of the Business Office. Line items of the grant budget must be observed when requisitions are prepared. Budget revisions must be made in accordance with the grant agreement. (See Accounting Policies and Procedures, Section 1.4)
12.4.3 Salaries and wages shall be detailed on the requisitions showing period of time, rate of pay and hours worked where applicable. The proper payroll form shall accompany the requisition. The rate of pay on grant projects shall not exceed the rate of pay paid on non-grant projects for comparable work performed. For instructions regarding payment of student fees, see Accounting Policies and Procedures, Section 9.2.
12.4.4 Employer's matching benefits costs on grant projects for FICA, retirement and hospitalization will be charged monthly. Each Project Director must deduct these costs from the requisition balance as they appear on the monthly expenditure reports.
12.4.5 In addition to all other required approvals, all foreign travel shall be approved by the grantor in advance of the travel.
12.4.6 All supplies and equipment purchased with grant funds must be acquired in accordance with the University's Purchasing Policies and Procedures.
12.5 Disposition of Unauthorized or Excess Obligations and Expenditures
Care should be exercised so as not to exceed available grant funds when making expenditures or to incur obligations not authorized by the grant. If such obligations or expenditures are inadvertently made and are allowed to become general University obligations and expenditures, they must be requisitioned from appropriate unrestricted departmental funds.
12.6 Approvals Required to Modify, Cancel, Discontinue and Closeout of Contract
If a grant or contract is to be modified, cancelled or discontinued, approvals must be obtained through the same channels that originally approved the grant or contract. In case of termination willingly or unwillingly, each project director is responsible for completion of all grant work and reports that are due to be made which are under his/her jurisdiction. The leader of the administrative unit is responsible for seeing that these requirements are met.
12.7 Requirements for Reporting Loaned and Donated Equipment
All equipment loaned or donated by a grantor to the University must be clearly identified and reported to the Grant Accountant and Property Officer. (See Purchasing Policies and Procedures).
12.8 Reconciliation of Requisitions to Monthly Expenditure Reports Required
Reconciliation of requisitions to the expenditure reports are to be made monthly. (See Accounting Policies and Procedures, Section 5).
12.9 In-Kind Contributions as Cost Sharing
Detailed records of all in-kind contributions which are to be considered as cost-sharing are to be kept in the various departments. Departmental chairpersons and deans are to monitor these records for correctness.