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Frequently Asked Questions
Grants Frequently Asked Questions
1. How do I start preparing a proposal?
Have an idea - Design the project. A successful proposal starts with a thorough
understanding of what the potential sponsoring agency expects in the
application. Contact the appropriate division for current guidelines and forms.
2. What’s a Proposal Transmittal Form (PTF)
and who needs to sign it?
A Proposal Transmittal Form (PTF) is a document used by the university to
approve and track activity on sponsored projects. The PTF includes information
on the funding agency, funds requested, effective dates, and cost-sharing
commitments. The PTF must be completed before a proposal is submitted to the
funding agency.
3. Who is eligible to serve as a Principal
Investigator on a proposal?
Administrators, Tenure or Tenure-track
faculty, Visiting Professors, Postdoctoral Fellows, Graduate students,
or
Staff may be
authorized to be Principal or Co-Principal Investigators/Project
Directors detailed in the procedure
linked
here.
4. What approvals are required for proposal
submission?
All applicable Faculty Members, Chairs and Deans need to sign. The
administration will also need to approve the proposal before it goes out (e.g.,
Division Head, Budget Analyst, VP-Business Affairs, VP-Academic Affairs, and
Provost.
5. What should I know about cost-sharing?
Cost-sharing commitments made at proposal time will be formalized upon award. In
other words, if you commit to contributing 25% of your salary (even if you don’t
assign a dollar value), then you will be required to document that contribution
once the award is made.
6. What is the purpose of Time and Effort
Reports?
Time & Effort Reports provide positive documentation that an employee worked
during the month or period and that the effort was appropriately charged to the
proper activity or project.
7. Where should the Time & Effort Report be
submitted?
Part-time and Full-time staff members will submit their Report of Distribution
of Time and Effort with their Timecards. Time and Effort reports for salary and
faculty personnel are due by the 1st of each month, for the following month, to
the Business Office.
8. What are certifications and assurances?
Various federal requirements are imposed on applicants and grantees as a
condition of receiving grant funds. Application packages contain forms that an
applicant is required to sign, promising to abide by various federal laws,
regulations, and executive orders that apply to grantees. Certifications relate
to issues such as maintaining a drug-free workplace. Assurances relate to issues
such as complying with nondiscrimination laws.
9. What do I need to know about protection of
human subjects in research when preparing my application?
If your research activities involve human subjects at any time during the
proposed project period, the procol must be reviewed by the IRB-Human Subjects
committee. If your application is recommended for funding, the funding agency
will ask you to submit certification of ITB approval, if you did not do so at
the time of application. It is University policy that any involvement of human
subjects in research studies must be approved by the UTB/TSC IRB – Human
Subjects prior to beginning the research project.
10. What happens after I get the grant award?
Receiving your Grant Award Notification symbolizes the beginning of a
partnership between you, UTB/TSC, and the funding agency. The partnership
process focuses on establishing and cultivating relationships that will promote
and ensure successful project outcomes.
11. What are OMB circulars?
OMB circulars establish federal policies on grant administration.
12. What are indirect costs and how do I
calculate them?
Indirect Costs, also known as Facilities and Administrative Costs and overhead,
are the University’s costs for covering expenses related to laboratory and
office space; utilities; administrative services (e.g., purchasing, accounting,
administrative personnel, security); custodial services; and building, grounds,
street and parking lot, etc. Some funding sources limit the amount allowed while
others do not allow any indirect cost charges.
13. What are fringe benefit rates?
Full Time Employees: 30% of Salaries, Part Time Employees: 10% of Salaries.
14. Who can help me with budget information?
Contact the Office of Sponsored Programs for assistance with budget set-up.
15. Who signs for the University as the
Authorized Representative?
The Provost is the Authorized Representative for the university.
16. How can I obtain an account number to
start expenditures on my grant?
The Office of Sponsored Programs will assist the PI/PD with budget set-up as
soon as the Notice of Grant Award is received and forward the Set-up request to
the Budget Office for assignment of an account number.
17. Who can help me with Fastlane?
Help is available on line
https://www.fastlane.nsf.gov/fastlane.jsp or through the Office of Sponsored
Programs (OSP).
18. In cases of private donation, how does my
donor get recognized?
Contact the Office of Institutional Advancement concerning receipt of a private
donation or gift. This office will work with you and News and Information to
take appropriate action concerning donor recognition.
19. Who is “officially”
responsible for an award?
When the University accepts a grant or
contract from an external sponsor, the University assumes responsibility
for the proper performance of the stated project, for the fiscal
management of the funds received, and for accountability to the sponsor.
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