SPONSORED RESEARCH ADMINISTRATION (SRA)

1. SPONSORED RESEARCH ADMINISTRATION (SRA) MANAGING AWARDS NR

2. TYPE OF AWARDS (list) • Testing Agreements • Material Transfer Agreements • Sponsored Research • Grants • Contracts • Cooperative Agreements • MOA or MOU • Facility Use • License Agreements / Options • Non Disclosure • Subcontract Arrangements NR

3. DIFFERENCE IN AWARDS • Contracts • Firm Fixed Price • Cost Reimbursement • Grants • State • Federal • Private • Gifts (University Advancement) NR

4. DELIVERABLES • What are they? • Reports (Monthly/Quarterly/Final) • Test Reports • Demonstrations • Working Models • Prototypes • What is expected? • When it is expected? NR

5. NO-COST EXTENSIONS • Justification • Timeliness – 90 days prior • NSF – Fastlane • 1st Extension NJIT approves • 2nd Extension NSF approves ML

6. FINANCIAL • How do you spend the funds? • Appropriately • As budgeted • Within the time period • Pre Award • Justification/Purpose • Dollar Amount • Approval Procedure NR

7. FINANCIAL (cont’d)EXPENDITURES • Personnel • Faculty AY & Summer • Post Docs • Students & Tuition • Fringe Benefit rate changes NR

8. FINANCIAL (cont’d)EXPENDITURES • Supplies • Timeliness • Equipment • Timeliness • Travel Guidelines Travel/Conferences Related to the Project • Air Travel • Reimbursement ML

9. FINANCIAL (cont’d)EXPENDITURES • Operating Expenses • Subcontracts • Consulting • Subcontract • Students • Normal 20 Hours per Week during Semesters - Graduate Nomination Form NR

10. FINANCIAL (cont’d)Consultants • Consultants are independent individuals or firms contracted to work utilizing their own methods and means by which the work is accomplished. They are not employees of the University and are treated differently with regard to tax withholdings, employee benefits, and payment methods. • The general rule is that an individual can be hired as an independent contractor if all three of the following requirements are met: • Minimal direction: the worker is free from the employer’s control or direction in the performance of this work; LF

11. FINANCIAL (cont’d)Consultants (cont’d) • Established Business or Trade: the worker is normally engaged in an independently established business or trade, which derives income from a number of clients including the University; • Expertise: the work requires professional knowledge or professional expertise that is not generally available at the University; • For more information, see the IRS or state of New Jersey definitions. • SRA requires the Consultant’s Scope of Work and Budget in order to execute a Professional Services Consulting Agreement. LF

12. FINANCIAL (cont’d)Subcontracts • In accordance with Office of Management and Budget Circular A-133, a Subcontractor is a non-prime-sponsor entity that expends awards received from the University as a pass-through entity in order to carry out a portion of the University’s programmatic effort under a sponsored project or program. An individual cannot serve as a Subcontractor. • The Subcontractor’s statement of work and budget should be approved by the Prime Sponsor. • SRA requires the Subcontractor’s Scope of Work and Budget to executor a Subcontractor Agreement. LF

13. FINANCIAL (cont’d)Consultants and Subcontractors Payments • Once the Agreements are in place, the PI is responsible for entering Purchase Requisitions for Purchase Orders (POs) to be issued against which Consultants’ and Subcontractors’ invoices can be paid. • Consultants and Subcontractors must provide the below required documents before POs can be issued: • W-9 • State of New Jersey Business Registration Certificate (BRC) LF

14. FINANCIAL (cont’d)Consultants and Subcontractors Payments (cont’d) • Affirmative Action Paperwork – State of New Jersey Employee Information Report Certificate • Verification that the entity is registered and “ACTIVE” in the System for Awards Management (SAM) when the source of funds are Federal. • Federal Funding Awards greater than $25,000 are subject to the Federal Funding Accountability and Transparency Act (FFATA) Certification reporting requirements. LF

15. FINANCIAL (cont’d) BUDGET REVISIONS • NSF/NIH • Flexibility • Federal • Agency Approval • 10% Rule • Department of Defense • Technical POC Approval • Agency Approval ML

16. FINANCIAL (con’t) MATCHING ACCOUNTS • Matching Accounts can only be utilized in the current year. • There is no carryover from one year to another. • Matching Accounts may NOT be moved from one category to another. NR

17. PRINCIPAL INVESTIGATOR (PI) RESPONSIBILITIES • Contract/Award • Managing/Supervising • Acquiring Personnel When needed IAW budget • Expending funds appropriately • Invoice approval • Reports/Deliverables • PAF’s • Banner Index • Justification for Changes • Coordinating with Agency Technical POC • Invention Disclosures ML

18. INTELLECTUAL PROPERTY Technology Development Office Carl Georgeson 973-642-4295 carl.l.georgeson@njit.edu ML

19. ADMINISTRATIVE SUPPORT RESPONSIBILITIES Department/College • Banner Input • Requisition Approvals • PAF’s • Graduate Student Nomination Forms ML

20. ADMINISTRATIVE SUPPORT RESPONSIBILITIES (cont’d) Sponsored Research Administration (SRA) Processing/Approving • Proposals • No Cost/Cost Extensions • Budget Revisions • Awarding Agency Coordination • Monitoring • Deliverables • Close Out • Subcontracts • Consultant Contract • Subcontract http://www.njit.edu/sponsoredresearch/ ML

21. Policies and Procedures http://www.njit.edu/policies/ NR