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Frequently Asked Questions
Notice: The Missouri Department of Labor and Industrial Relations announced a small increase for Missouri workers making minimum wage. As of January 1, 2014 the state's rate increases by 15 cents to $7.50 an hour.
Please review your grant budget accordingly if you have student employees who are receiving minimum wage. Do you need to request a budget revision? Contact your the Office of Sponsored Programs if you have questions or concerns.
13. Grants are made to University of Central Missouri.
12. Use Banner Self-Service for an easy, real time status review of your budget.
11. Advise your supervisor of your proposed project.
10. Indirect costs (Facilities and Administrative Costs) are a good thing for the university.
9. We change labor distributions for employees who work on grants.
8. Be prepared for unplanned costs (fringe benefits, vacation payout, etc.).
7. Use all your resources (Funder, Office of Sponsored Programs, GrantLink, and Banner).
6. Cash cost share will be transferred from your departmental budget.
5. Last minute applications are a real problem for our staff.
4. Grant expenses should not be paid from department budgets.
3. Electronic approval through GrantLink is required before a proposal can go off-campus, plan ahead. UCM has designated, per federal guidelines, an Authorized Organizational Representative, who can approve proposal submissions, etc.
2. PI’s (Principal Investigators) are responsible for the allowability of expenses incurred on their project. There is no pool of UCM money to cover "errors" - the department/college will be the source for unreimbursed expenses.
1. Seek help - early and often
- NIH Grant and Funding Opportunities
- InfoEd SPIN Search (UCM subscription, contact Office of Sponsored Programs to be granted access)
- External Funding Sources
- Sometimes a Google search will pull interesting items
Yes. The Office of Sponsored Programs requires that your project be entered into GrantLink and routed for electronic approval 5 days prior to your proposal being submitted to an external agency. This includes contracts, grants, subcontracts, fellowships, and cooperative agreements.
For some investigators, it seems strange to provide proposal and budget information to the Office of Sponsored Programs before the project has been finalized with the funder, but this is exactly what is needed. The Office of Sponsored Programs reviews all proposals and budgets. If changes are required, it is better to make them before the funder sees the documentation.
Please do not submit directly to funding agencies or to contract sponsors. The Office of Sponsored Programs must review and approve all funding requests prior to submission of your application to any type of funding agency. The Office of Sponsored Programs has the final signature authority for all types of external funding, as these are legal agreements between the university and an external entity. These requests can include grants, contracts, subcontracts, clinical trial agreements, fellowships, and cooperative agreements.
When you apply for external funds, allow enough time for the review and approval by first, your department, and then the Office of Sponsored Programs. Work with your department to determine the time required to review and electronically approve your project. The Office of Sponsored Programs needs at least five business days to process your application and submit it to the funding agency.
- You complete the funding application with the help of your program administrator within the Office of Sponsored Programs.
- The Department reviews the application, and must be approved by your Chair
- The Dean reviews the application and must approve it as well.
- After the Office of Sponsored Programs receives your application with Department and Dean approval, it will be reviewed, and if approved, electronically approve and submit your proposal or contract on your behalf to the funding agency.
As a Principal Investigator, you are held responsible and accountable for managing all aspects of your research, including the financial obligations. Your application for funds must reflect good judgment, scientific and financial integrity. To this end, you will be expected to
- Complete the project you have outlined in your proposal, and
- Do so within your awarded budget.
- Work with your department and your program administrator from the Office of Sponsored Programs early in the submission process.
- Provide the Office of Sponsored Programs with a copy or link to the program announcement or guidelines for your project.
- Plan to complete writing the proposal 2-3 weeks before the submission deadline date.
- Projects requiring cost share or matching take extra effort to develop, find internal funding, obtain internal approval, and manage if awarded.
- Follow the instructions issued by the funding agency for the application as limitations on document length and font type are strictly enforced by the funding agency. They can reject any proposal that does not adhere to their format restrictions or application instructions.
- Write a clear concise budget justification.
- Make sure the correct indirect or facilities and administration (F&A) rate is applied to your project.
- Work with the Office of Sponsored Programs to enter your submission into GrantLink for electronic routing and approval.
- Allow enough time for both your department’s approval of your application and then for the Office of Sponsored Programs to review, approve, and submit your application to the funding agency.
If you have never had a grant before at UCM and you are not a budget manager for any other unit, you should request Finance Access through Accounting Services by complete ling and submitting the form found here .
You can look up your budget balance by entering your grant code, fund code, and organization code in either Self-Service or Native Banner to query for your information. Contact the Office of Sponsored Programs and we will be glad to walk you through this process. The Office of Sponsored Programs will also send to you a report during the first week of each month that provides you with budget summary information. Please note that Banner is live data, so every time something is processed in Accounts Payable, Procurement, etc., it will reduce your available budget instantaneously. So any report that you receive could be ‘out of date’ within minutes.
The web reports created by Accounting Services may not be completely accurate on your grant. These reports run on a fiscal year basis, and if your grant crosses fiscal years the information will not be complete. However, the Transaction Detail report will contain accurate monthly detail as will the Labor Detail report.
It's important to work with the Office of Sponsored Programs regarding cash cost share. Specific account codes have been developed to record cash cost share.
Cash cost share consists of any purchase where UCM pays the bill, including salaries. Once a project has been funded by an external agency and has cash cost share, arrangements will be made to reduce the departmental budget. For salaries, the labor distribution for an employee will be updated to reflect work on the grant and funds will be moved from the departmental budget to cover the expense. This allows for all costs of an externally funded project to be accounted for in the FOAPAL set up for the project.
Do not hesitate to call the Office of Sponsored Programs staff, 660-543-4264.