KSU Sponsored Projects Overview

1. KSU Sponsored Projects Overview Untenured Faculty Network September 26, 2013

2. Engineering Research & Graduate Programs Office (ERGP) • New research activity initiatives • Proposal preparation • Untenured faculty • $1M+ proposals • Sponsored projects training • Faculty & departmental administrative staff • New ERGP website coming soon

3. Proposal Basics • Faculty member responds to a Request for Proposal (RFP) • Sponsor agency guidelines must be reviewed and followed carefully. Example: NSF CAREER RFP and NSF Grant Proposal Guide (GPG) • Completed proposal packages are reviewed and submitted by the Office of PreAward Services

4. Common Elements of a Proposal • Proposal elements can include: • Cover Page • Summary • Project Description and References • Budget and Budget Justification • Facilities and Administrative Costs • Subcontracts • Biographical Sketches • Current & Pending Support (C&P) • Resources, Equipment, and Facilities • Certifications, Assurances, etc.

5. Proposal Submission Process • The Principal Investigator (PI) is typically responsible for the technical sections: project description and summary (and often the biosketch) • Remaining proposal elements are typically completed by staff in PreAward Services or ERGP • Electronic submission: NSF FastLane, Grants.gov, others • Proposal documents are routed for review and eSign approval by faculty, dept. heads, deans, etc. • PreAward Services charged with final review and submission

6. Start Your Proposal Early! • Start preparing your proposal early to receive the best preparation services possible • Early completion of your proposal allows you to take advantage of the review services offered through PreAward Services • Target dates: • Two weeks prior to your proposal deadline. Final documents for upload to a sponsor system or included in a proposal are due to ERGP Research Administrator. • One week prior to a proposal deadline. PreAwards Services policy states that final proposal documents are to be submitted to the PreAwards Services office for review and submission to the sponsor.  

7. PreAward Services Office • Proposals: prepare, reviewand submit • Awards: review, negotiate terms, and sign agreements on behalf of K-State • Project modifications: review and submit • PreAward Services website: http://www.k-state.edu/research/preaward/

8. Post Award Basics • Award requirements reviewed by PreAward Services to ensure terms meet university and State of Kansas policies and regulations • Approved (signed) award moves to Sponsored Projects Office (SPO) for review of financial requirements and account assignment • Financial award requirements administered by departments and Sponsored Projects Office

9. Sponsored Programs Office (SPO) • Assign and activate fiscal accounts • Submit financial reporting • Maintain auditable records • Monitor subawards and consultants • Maintain effort reporting and cost sharing systems • Prepare F&A Cost Rate proposal for the federal government (submitted every four years)

10. Other SPO Post Award Activities • Effort reporting, cost transfers, cost share • Financial Record Retention SPO retains financial records for three years after submission of the final report or final cash received. Exception: sponsors who specify a longer record retention period. • Ensure projects meet Office of Management and Budget (OMB) Circulars (federal sponsored project requirements) • Provide oversight for consultants, subawards and professional resources • Sponsored Projects Office website: http://www.k-state.edu/finsvcs/sponsoredprograms/

11. More about Sponsored Projects • Transmittal Sheet • Determining F&A Costs • Subawards • Modifications and Amendments • Schedule of Charges • Federal Post Award Administration

12. Transmittal Sheet (SP001) • Purpose: official form summarizes project information and records of approvals: • Lead PI, co-PIs, and their departments • Project title • Sponsor name and program • Project dates • Funding amounts • Internal matching sources • Allocation of IDC and reporting • Approvals: administrative, programmatic, compliance (page 2) • Signature approval via eSign system

13. F&A Costs • Different terms, same definition: • F&A: Facilities and Administrative cost rate • SRO: Sponsored Research Overhead • Indirect costs • KSU indirect rate agreement effective 07/01/12 to 06/30/16. Current rate: 50% Modified Total Direct Costs (MTDC) • http://www.k-state.edu/research/preaward/indirect.htm • College of Engineering F&A cost distribution rates

14. College of EngineeringF&A cost distribution rates

15. Subawards • Transfers a portion of the project or effort of the prime award to another organization consistent with the terms and conditions of a prime award by subaward (also called subcontact) or consultant agreement. • Sole source: • Service or item exceeds $5,000 or more in the proposal budget • Must be named in proposal as the only source for the desired supplies or services, or is uniquely qualified to preform the desired services because of location, reputation, and expertise. • Must be approved through Purchasing in the Division of Financial Services • Consultants, subawards and other professional service resources • http://www.ksu.edu/finsvcs/sponsoredprograms/consulsubs

16. Modifications or Amendments(Non financial post award activities) • Project modifications or amendments • Change in Principal Investigator • Change in scope of work • Change in period of performance (time extension) • Budget revision • Carryover of funds • Other contractual terms and conditions • OPAS Form (Organizational Prior Approval System)

17. Schedule of Charges (SOC) • Departmental or internal charges such as equipment use fees • Sponsors require documentation for all costs in a budget including internal costs • Charges from an SOC are used on sponsor budgets for service or equipment use including services from other departments. • Examples: equipment use needed from another department of College, evaluation services

18. Federal Post Award Administration • Office of Management Budget (OMB) Circulars, Educational Institutions, http://www.whitehouse.gov/omb/circulars_default • OMB Circular A-21, Cost Principles for Educational Institutions • Section J, General provisions for selected items of cost. Important section to help determine unallowable costs. • OMB Circular A-110, Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations • OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations

19. Sponsored Projects Overview Handout • Details the “cradle to grave” process of K-State’s sponsored projects system • Includes: • General overview of preaward activities, financial post award administration, project modifications, subaward and consultant services • Resources and Websites • Definitions, Terms, and Additional Information • Commonly-used Acronyms

20. Top 5 things for a first proposal • Review proposal solicitation early and follow it carefully, making note of all “must” or “required” items. (NSF GPG, 2013 version). • If you would like assistance with proposal preparation, notify ERGP research administrator of your intent to submit. Meet to determine an internal timeline/task worksheet. (Proposal preparation can be provided at PreAward Services). • It is always better to have two opportunities for review of a proposal than one. Follow target dates set on internal proposal worksheet. All proposals are routed through the central PreAwards office for final review and submission to the sponsor. • Submit your final budget first to PreAwards for an advance review even if the remainder of your proposal is not complete. • Keep up good and timely communication with your co-PIs, senior personnel, subawardee contacts, and K-State proposal administrator.

21. Pivot – Funding Opportunities • Pivot is a funding resource database and search tool containing worldwide funding opportunities from federal, foundation, and association sources, http://pivot.cos.com/funding_main • DIY handout. A how-to guide on signing up for Pivot and a Pivot Weekly Funding Bulletin. • Searches based on key word thesaurus. • K-State contact: Beverly Page, Information Specialist, ORSP, bbpage@ksu.edu, 532-5045

22. Contacts • PreAward activities: • ERGP for untenured faculty and $1M+ proposals: Carole Lovin, ERGP, Research Administrator • PreAward for all other proposals: Namrita Berry, PreAward Services, grant & contract administrator assigned to the College of Engineering • Post award activities: • Department Accountant or Sponsored Project Office representative • Post award non-financial activities: • Cecelia Scaler, PreAward database and project modification specialist