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Indiana University EastMarch 10, 2009Teresa Miller , ManagerOffice of Research Administration – Grant Services
Read the Guidelines!
Contract or Grant? Budget limits Forms and/or format Certifications & assurances Terms & conditions Transmittal Instructions DEADLINES
Budget Format
Easy to interpret Easy to verify Numbers in columns Costs grouped by budget lines not
tasks Cost share clearly identified in
columns
Review Project Needs
Adequate to do job but not wasteful Corresponds with project outline and
goals Cost Share required? Collaborative internal and external
Establish Basis for Costs
Calculations not guesses
Salary Fringe benefit rates Travel rates Facilities &
Administrative Costs (F&A)
Direct Costs
Direct costs are costs that can be clearly identified and directly accounted for in support of a specific research or sponsored agreement.
*Restrictions on Federal Projects Clerical salaries Postage Telephone line
charges General purpose
office equipment Memberships
*Also non-federal with full f&A
Indirect Costs
Costs associated with the conduct of sponsored projects that cannot be clearly accounted for on an individual project basis.
External Collaborators
Subcontracts require: Letter of support from authorizing official Budget Budget justification Work statement Copy of F&A rate agreement
Cost Share
Limit to amount required Provide clear description in budget Source must be defined and
approved Verifiable Not included in another grant Incurred within the grant period NIH salary cap
Proposal Submission
Prepare electronic routing form using ERA in OneStart for approval by project Director, Chair or Dean, Business officer and Campus
ORA must have a copy of the full proposal (electronic version can be attached to Routing form)
ORA will review and sign for IU ORA will submit the proposal
Applicant
Legal Applicant The Trustees of Indiana University Indiana University Authorizing Official:
Steven A. Martin Associate Vice President for Research Administration
Certifications and Assurances Lobbying Drug-Free Workplace Equal Opportunity Debarment Section K in contracts
(oh my!)
Special Considerations
Electronic proposals Collaborative projects Cost share Research compliance approvals
Award Review and Negotiation To the extent possible, the person
who assisted you with your proposal will review your award to ensure it is consistent with the proposal
Some awards need to be negotiated before they can be accepted
Forward any award documents to Grant Services
(unless your ORA contact instructs you to do so)
ORA provides the authorized signature on all grant and contract documents
DO NOT SIGN ANYTHING
Account Set-Up and Monitoring Create and modify contract and
grant accounts Establish budgets for C&G accounts Review and approve financial
transactions
Monthly Account Notices
ORA tries to keep Account Managers informed about the status of their accounts by sending out five monthly notices:
Overdraft notices Delinquent Account Receivable Notices Expiration Notices Cost Share w/No Expenses Notice Income Over Budget Notice
ORA Web Page
http://researchadmin.iu.edu
Contains infomation about agencies, staff, policies, procedures, Important Notices, project Director Reports, and more.
Contact Information
Office of Research Administration Indiana University 509 E. Third St. Bloomington, IN 47401-3654 Phone: (812) 855-0516 Fax : (812) 855-9943 Email: [email protected] http://[email protected]