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March 9, 2012. Department of Psychology . Grants Administration Pre-Award Process Business Office Sherry Mason Erika Hauff Anna Caruso Jeff Kolodica Matt Brott Lori Harris

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Department of psychology

March 9, 2012

Department of Psychology

Grants Administration

Pre-Award Process

Business Office Sherry Mason

Erika Hauff

Anna Caruso

Jeff Kolodica

Matt Brott

Lori Harris

Emily Sejfulla

Emily Harris

Snapshot of business office environment
Snapshot of Business Office Environment

Psychology Business Office

  • Business Manager – Sherry Mason

  • Research Coordinator – Erika Hauff (pre-award)

  • Grant & Contract Specialists and Financial Specialists’ primary focus is post-award

  • Procurement: process orders centrally (avg. ~250 orders per month)

    405 Project Grants

  • Sponsored: 105 (87 federal, 18 non-federal)

  • Non-sponsored: 300

    ~100-130 proposals submitted each year

  • Reoccurring federal sponsors: NIH, NSF, IES, DoD

Pre award process
Pre-Award Process


must go through

the Psychology Business Office

Exception is U-M internal competitions

(Business Office still must be notified)

This includes pre-proposals, letter of intents, and

submissions to private foundations and agencies

If submitting to OVPR and/or LSA funding sources,

we can assist with eGIF, though it’s not required.

Pre award process1
Pre-Award Process

1-2 months before major external funding deadline, Erika sends

reminder email

  • Email is short and includes important dates and deadline policy

    Faculty alerts us of intent to submit via [email protected]

    and/or direct email to Erika

  • In response, we send “PAF Worksheet” and provide deadline information

  • We review announcement and highlight specific/unusual details

  • If several submissions at the same time, Erika delegates applications to

    Jeff or Anna

Pre award process2
Pre-Award Process

We provide assistance with all aspects of proposal preparation

  • Create PAF (Proposal Approval Form) and fill out application forms

  • Build budgets and edit budget justifications

  • Adjust formatting to comply with guidelines

  • Coordinate with other departments and/or institutions & liaise with LSA and ORSP (Office of Research and Sponsored Programs, formerly DRDA)

  • If time allows, review for typos and grammatical errors

    We also help with progress reports and any other miscellaneous

    grants-related requests (ex. JIT info)

Timeline overview
Timeline Overview

PAF worksheet due at least 8 business days in advance of deadline

  • More complex projects (subcontract, gov’t contracts) require more time

    • SubKs often need a week to route through their institution

  • Enables us to assist with forms, create budget(s), and communicate with faculty about changes needed

  • Extremely important if we have multiple submissions

    Proposals routed through eResearch with PAF

  • If external faculty participating in project, PAF routes through other dept(s) first

  • Reviewed by Psych. Key Ad and approved & signed by Chair

  • After Psychology approves, routed to LSA, then finally, to ORSP

Routing proposals
Routing Proposals

LSA and ORSP require that proposals be


when routed for review

Routing proposals1
Routing Proposals


Business Office needs 1-2 business days

  • Check formatting and ensure all final components are included in application

  • Allow time to address any issues, communicate with PI for changes, and route through other departments, if necessary

    If other faculty/depts. are on proposal, each dept. needs 1-2 business days to review and sign

    Facilities, Key Ad, and Chair need 1 business day to review

  • Budget, space, effort, and other commitments

    LSA needs 1-2 business days to review

  • LSA may come back with changes requested. PI must be available for changes, otherwise it prolongs routing process

    ORSP requires proposals 4 business days in advance of deadline

  • Allows ORSP to effectively manage hundreds of proposals

  • Gives time to retract proposal if there are problems ( issues, etc)

Routing proposals2
Routing Proposals

Example: NIH R21 resubmission deadline is Nov. 16






Important notes
Important Notes


  • University and LSA asking that we move away from cost-sharing

  • Does cost-sharing look good to reviewers? NIH states:

    “Despite popular myth, proposing a cost-sharing (matching) arrangement where you

    only request that NIH support some of the funding while your organization funds the

    remainder does not normally impact the evaluation of your proposal. Only a few select

    programs require cost-sharing, and these programs will address cost-sharing in the FOA.”

    Summer month policy

  • SPG 201.04 (March 2011) - limits summer effort on research grants to 2.5 months

    “A summer appointment paid using sponsored resources (direct or cost-sharing) is limited to no

    more than two and one-half months of a full-time appointment.”

    General Supplies and other A-21 items

  • General supplies should only be included if absolutely necessary to project

  • LSA and ORSP have become very strict with computer purchases

    NRSA stipends and NIH cap

  • Increase in pre- and postdoctoral stipend rates

  • Decrease in NIH cap

Ongoing p rojects and future plans
Ongoing Projects and Future Plans

Effort tracking tool in Sharepoint

  • Once awarded, effort tracker pulls information directly from MAIS

  • We enter effort as written in proposal

  • Data will eventually feed to Student Services and HR to help calculate course buyouts and assist with effort reporting compliance

  • Creates effort reports that are easy for Business Office and faculty to view/manage

    Create website for grants administration

  • Faculty will find templates, funding opportunities, deadline policies, sponsor info, etc.


Psychology Business Office

[email protected]