- Who is eligible to serve as Principal Investigator?
Faculty members that are on a tenure track position are qualified to serve as well as certain non-tenure track faculty who are considered to be on long-term lines. Members of the University’s professional staff may also act with the approval of the appropriate Chair(s), Dean(s), and Vice Chancellor/Chancellor. Deans, Department Chairpersons and other administrators may serve especially if it is specifically required by the agency. However, senior level administrators should limit their cumulative effort to no more than 25%.
- What documents are required to submit a proposal?
Please refer to the OSP web page on the Proposal Phase.
- How do I route a proposal?
Please refer to the OSP web page on the Proposal Phase.
- Who copies and mails the proposals?
The staff of OSP will assist with copying and preparing proposals for submission. The Project Directors bear some responsibility in mailing the proposal.
- What are facilities and administrative costs (F&A) (indirect/overhead)?
Indirect Costs are those costs that are incurred by the University which are not readily assignable to a contract or grant. These are cost such as building and equipment use charges, utilities, general administration, sponsored programs administration and departmental administration. For further information, see Indirect Costs.
- How do I handle having subcontracts in my proposal?
Please refer to the OSP web page entitled Subcontracts.
- How do I transfer a grant to NCA&TSU?
Prior approval and agreement among the officials of the universities involved and the sponsoring agency are required before the award is transferred. If the transfer is approved, the Project Director will be required to complete the proposal submission process in the OSP.
- What happens if my expenditures exceed my awarded budget?
This is totally unacceptable. However, if this does occur, the Project Director will have to obtain permission from the Dean and Chair to perhaps reimburse that account from another account.
- Can I charge administrative and clerical costs to my sponsored project?
Yes, if these items have been approved by the agency.
- Who owns equipment purchased from sponsored funds?
The Agency decides ownership of equipment purchased with sponsored funds. Some equipment remains with the sponsor and sometimes title is given to the recipient.
- Can sponsored equipment be transferred from NCA&T to another institution?
Prior approval and agreement among the officials of the universities involved and the agency are required before equipment can be transferred.
- What is the appropriate salary to budget for graduate students, research assistants, etc.?
The determination of whether an award is research or training is made by the awarding agency and is generally identified in the award document. For awards classified as research, the following types of compensation are allowable if specifically identified in the proposal and included as a cost category in the approved budget: (1) Student Wages - Compensation to students for work or services performed on a research project. (2) Tuition Remission - Payment of tuition and fees to the University for a student actively involved in the research effort of the award. For complete information, please refer to information on "Student Assistance Payments on Research Awards" from the Contracts & Grants website. For additional information see "Graduate Tuition and Fees."
- When is a proposal considered to be off-campus and therefore subject to the lower F&A cost rate?
If more than 50% of the project is performed off campus, the F&A rate for off-campus may be used.
- What if I am informed that my grant or contract is subject to either the International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR)?
If your project entails the import and/or export of technology or items, you will be required to follow the regulations of the laws in ITAR and EAR, which are designed to implement the export administration act. You may contact OSP for guidance in this process.
- Do I notify OSP if I decide to be away from the campus on an interim or permanent basis?
Please notify OSP if you: (1) withdraw from the project entirely; (2) are absent from the project during any continuous period of 3 months or more; (3) are substituted with an alternate individual; and (4) make an effort commitment reduction of 25% or more. This rule applies to a budget period, not a single quarter.
- Can I do foreign or domestic travel without prior approval from sponsoring agency?
Travel is allowable if identified in the agreement. Travel must be specifically related and identifiable to the sponsored program. University travel policies and procedures (see Travel Section of Contracts and Grants web pages) must be adhered to. Travel cost that exceed the approved budget by 10% or $500 which ever is greater must be approved by the sponsor. Written prior approval for foreign trips must be received in advance of the each trip even if included in the approved budget unless the requirements have been waived by the agency.
- What if I receive an award document from the sponsoring agency?
You must immediately notify OSP and forward a copy of the document to OSP, if requested.
- What if I receive a check from the sponsoring agency?
All checks must be forwarded to OSP immediately for processing. The check will be forwarded to the Office of Contracts and Grants for receipt and deposit.
- How do I set up a residual account?
Please refer to the Office of Contracts and Grants website entitled Residual Funds on Fixed Price Contracts. Once approval is received to use the funds, the project director may request assistance in setting up the account by contacting OSP.
- When do I close my project?
Please refer to the OSP web page on the Closeout Phase.
- Do I ever prepare financial records?
You are never to prepare financial reports/records. The Office of Contracts and Grants is responsible for this task.
- Who decides which proposal is to be submitted in a competitive solicitation?
For information on limited solicitations, please refer to the Research Services website.
- What can be used as cost share, other than salary and cash?
Cost sharing that is required by some sponsors (such as EPA) is called mandatory cost sharing. Cost sharing included in proposals that is not required by the sponsor is referred to as voluntary cost sharing. However, it is the University's policy not to volunteer cost sharing. Once cost sharing has been included in a proposal and that proposal has been accepted by the sponsor, the University has an obligation to provide the cost sharing proposed, regardless of whether it was mandatory or voluntary. The terms required or committed cost sharing are used to describe this obligation. Please click on Cost Sharing for more information .
- What are the steps for entering into a Collaborative Agreement?
Please refer to the OSP web page on Collaborative agreements.
- Where do I get information on completing the application packet for IRB?
Please refer to the web page on Compliance.
- How do I decide on the indirect rate for my project?
The indirect rate is determined by: (1) Type of Project (i.e. Instruction,
Research, Other Sponsored Activity etc.) and (2) Agency Guidelines.
Please see the University’s Indirect
Rate Agreement for the current negotiated rate.
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