Managing Your Grant Roberta Teliska Vice President for Sponsored Programs Operations The Research Foundation of SUNY October 6, 2008

How toGetYourProposalFunded

Managing Your Grant

Roberta TeliskaVice President for Sponsored Programs OperationsThe Research Foundation of SUNYOctober 6, 2008


Mission and Services

The Research Foundation supports the advancement of education, research and discovery at the State University of New York

The RF supports faculty as they conduct original research that extends the boundaries of human knowledge and drives economic development

Core service is sponsored programs administration


The RF is Separate from SUNY

The Research Foundation is a private, nonprofit corporation

Established in 1951The RF’s relationship to

SUNY is defined by an agreement signed in 1977


Leadership

The RF is governed by a board of directors composed ofFaculty Campus and system administratorsBusiness and industry representatives

The chancellor of the University serves as chair of the board ex officio


Volume of Activity

In fiscal year 2008, the RF managed approximately $784.3 million in grants and contracts from federal and state governments, corporations and foundations

Supported more than 7,600 campus-based research and training programs

Provided jobs to approximately 17,400 individuals


Sponsored Programs Volume by Sponsor Type (FY 2008)


Corporate Structure

RF offices at 30 SUNY state-operated campuses across New YorkUniversity CentersComprehensive CollegesMedical Centers Technical Colleges

Central office in Albany


Corporate Structure

Campus RF offices conduct day-to-day administration of sponsored programs, including:Pre-award supportHuman resources, payroll and

benefitsPurchasing and accounts payableSome reporting activitiesInteract with principal investigators


Why a Research Foundation?

Provides infrastructure to ensure compliance with federal and state regulations and sponsor terms and conditions

Independence and administrative flexibility to respond quickly to the special demands of sponsored programs


Why a Research Foundation?

Meets needs not easily accommodated through state processesPre-fund expenditures prior to sponsor

reimbursementFlexibility to employ project staff within the

project start and end dates Timely purchase of supplies, equipment,

reimbursement of travel costsSubcontract to third parties for special

servicesTimely billing of sponsors for paymentTimely submission of sponsor-required

financial reports


Sponsored Program Lifecycle


Principal Investigator (PI) Responsibilities

PI responsibilities:Carry out approved scope of workSubmit required technical reports on

timeEnsure expenditures charged to the

award are allocable to that programAcknowledge federal support of the

program in publications relating to the project (if applicable)


Online Tool

The RF provides an online tool to help you review your award budget, expenditures, and balance

RF Quick View is available on the RF web portal – www.rfsuny.org


Pre-award Activities

Finding funding opportunities for facultyProvide help in the preparation of

applications and proposals to sponsoring agencies

Ensure accuracy of budget informationEnsure University assets are verified and

approved for inclusionSubmit applications by deadlinesAccept awards and negotiate contracts


Post-award Activities

Establish an account in the RF business system so that expenditures may be processed

Hire personnel and load payroll information to the business system

Process forms for employee benefitsProcess purchase orders for supplies

and equipmentMake vendor and travel payments


Post-award Activities

Tag and record (inventory) equipmentComplete effort reporting Bill and collect payments from sponsors

for expenditures incurredSubmit financial reports to sponsorsDisclose inventions and file for patentsClose the account once all deliverables

have been met and final payment received


Facilities and Administrative (F&A) Costs The total costs of research

include both direct and indirect (F&A) costs

F&A costs are institutional costs incurred as a project is being conducted but are not project specific. They includePlant operation and maintenance Libraries Buildings and equipment UtilitiesDepartmental and general

administration


Facilities and Administrative (F&A) Costs

F&A rates are negotiated by the RF with the federal government for each campus

Federal government is required to fund full recovery on research projects

Other programs and sponsors provide less than full recovery

Principal investigators should include the correct F&A rate in their proposal

A reduction of indirect costs will result in shifting costs from the sponsor to the institution


Contact Information

Roberta TeliskaVice President for Sponsored Programs Operations

The Research Foundation of SUNY35 State StreetAlbany, NY 12207

Phone: 518-434-7110E-mail: [email protected] Site: www.rfsuny.org

mailto:[email protected]

http://www.rfsuny.org/

Documents

Managing Your Grant Roberta Teliska Vice President for Sponsored Programs Operations The Research Foundation of SUNY October 6, 2008