Frequently Asked Questions
Q: How
do I know who my Research Administrator is?
A: Please see the Staff Directory to
see which Administrators are assigned to which Departments or academic units.
Q: What
are the Office of Sponsored Programs, Pre-Award Services business hours?
A: The Office of Sponsored Programs, Pre-Award Services is open Monday through Friday,
8:00 a.m. to 4:30 p.m.
Q: How
do I know where to apply for a grant?
A: You can start by doing, or having done, a search in one of three subscription
databases that the Office of Sponsored Programs, Pre-Award Services provides to the University community. These databases provide
funding information on thousands of grants, RFPs (Request for Proposals), and
PAs (Program Announcements). The following databases are accessible from the Office of Sponsored Programs, Pre-Award Services
web page
from any campus computer:
SPIN (Sponsored Programs Information
Network)
COS
Funding Opportunities (Community of Science)
IRIS (Illinois Researcher Information
Service)
Contact the Funding Information Administrator for more information by telephone
at (802) 656-3360 or by E-mail.
Q: How
do I receive funding information in my e-mail?
A: In order to receive timely, automated notices of
potential funding sources in your area of interest, grantseekers may sign up for
a
variety of alert services which are available and accessible from our
FUNDING ALERT SERVICES WEBPAGE. If you would like personal assistance,
contact the Grant Resources Specialist at (802) 656-3360 or
Hilda.Alajajian@uvm.edu
Q: I've
forgotten my password for my InfoEd system. What do I do?
A: Your
InfoEd user name and password are now the same as your UVM Net ID and password.
If you have access rights, you will be able to log into InfoEd using your UVM
Net ID and password. If any problems arise, assistance and troubleshooting
are available simply by accessing this link.
Q: Who
may serve as a Principal Investigator at UVM?
A: Faculty members or professionally qualified staff members with an appointment
greater than or equal to 50% Full Time Equivalency (FTE) are eligible to be
named as principal investigators on applications submitted by the University
for outside funds. Emeriti faculty members are also eligible, with department
and dean approval, to serve as principal investigators.
Q: What
is the difference between a gift and a grant?
A: In general, grants carry obligations for reporting of either technical or
financial activity to the sponsor and require separate, auditable accounting.
Usually, a grant:
1. Is intended to support a project with a specific set of objectives.
2. Requires a formal written proposal that indicates total project costs.
3. Requires periodic written reports of a descriptive, technical and/or financial nature.
4. Must be budgeted and accounted for separately from other awards.
5. Must be applied for and awarded through the Office of Sponsored Programs, Pre-Award Services to assure compliance with University and agency policies.
And a gift:
1. Normally requires no formal proposal and no reporting of a descriptive, technical, or financial nature.
2. Is made and accepted without consideration of project costs, but rather as project or institutional support.
3. Can be combined with gifts of a similar nature for similar purposes and does not need separate accounts or budgets.
4. May be for a specific project or unrestricted institutional purposes.
Q: What
part of my application does the Office of Sponsored Programs, Pre-Award Services
prepare?
A: Research Administrators assist with the administrative requirements involved in
submitting proposals. Specifically, the Office of Sponsored Programs, Pre-Award Services
staff members assist in preparing your
proposal budget and help complete required agency forms and certifications.
Research Administrators also prepare the documents for routing your proposal to
Department Chairs and Deans, and are available to explain and interpret agency and University
policy and administrative requirements, and clarify necessary prior approvals.
Some sponsor application forms can be prepared by the Office of Sponsored Programs, Pre-Award Services
when preparing the other
routing forms (agency budget forms, application cover pages, required certifications,
etc.). The principal investigator is responsible for preparing any other application
material required by the sponsor/funding agency and any copies required by the
sponsor.
Q: Does
the Office of Sponsored Programs, Pre-Award Services need my complete application before signing?
A: Yes. The Office of Sponsored Programs, Pre-Award Services requires the original,
COMPLETE proposal/application AND 2 complete
copies. By signing the application or proposal, the Office of Sponsored Programs, Pre-Award Services
is certifying that the proposal
has been reviewed by the relevant academic and administrative offices to ensure
all agency and university requirements have been met and all administrative
information and assurances have been provided. The Office of Sponsored Programs, Pre-Award Services
needs the complete proposal
to accurately make this endorsement.
Q: When
does the Office of Sponsored Programs, Pre-Award Services need my completed application and routing form?
A: A signature is not always immediately available and the Office of Sponsored Programs, Pre-Award Services
requests that you
allow at least 24 hours for review and to obtain an institutional signature.
More time will be required if the application does not meet all submission requirements.
Remember, the more time the Office of Sponsored Programs, Pre-Award Services staff members have to review your proposal, the
more thorough and helpful they can be.
Q: Which
proposals need to be submitted through the Office of Sponsored Programs, Pre-Award Services?
A: It is the University’s policy that all proposals must go though University
channels for administrative and academic approvals regardless of the amount
of the request. Also, all proposals must carry an institutional endorsement
whether the sponsor requires it or not.
Q: Can
my Research Administrator e-mail me my routing packet?
A: The routing forms (Pre-Award Services Checklist/Instructions, Pre-Award Services
Routing Form, and Pre-Award Services budget worksheet) are in Excel format and can be sent as an e-mail attachment.
Q: Why
does my chair/dean need to sign off on my grant proposal?
A: Your chair and dean are responsible for reviewing your proposal as it relates
to the overall department and college academic program, activities and mission.
They are responsible for ensuring that the individuals involved in the project
have the time available to conduct the project, that required facilities and
space are available, and that they have the funds available for any required
cost-sharing.
Q: What
do I do if my department chair isn’t available for signature?
A: The department chair determines how to handle signatures in her/his absence
(usually via appointment of a designate to sign in her/his absence).
Q: A
business wants to fund a project, what do I do?
A: If a company who is interested in funding your work or working collaboratively has
contacted you, you should contact your Research Administrator. Your
Administrator
will work with you to develop a budget for the work to be undertaken. The budget
and scope of work for the company’s consideration should be routed in the
same manner as a standard grant proposal to your department chairperson and
dean, and returned to the Office of Sponsored Programs, Pre-Award Services for institutional endorsement before transmittal to
the company for consideration. Your Research Administrator can also provide a model
agreement that includes the appropriate terms and conditions for funding such
work (See this link for a copy) and will negotiate
appropriate terms and conditions with the company.
Q: How
do I know how much effort (salary and fringe benefits) to charge to my grant?
A: The amount of effort charged to a grant should reflect the amount of effort
devoted to the project. If some effort is used as a matching contribution, then
the total effort devoted to the project should be split between the funding
sources.
Q: Can
my total effort go over 100%?
A: No. Regardless of the number of hours you work, your total effort is 100%.
Q: Do
I have to include my salary in a proposal budget?
A: Your department pays for your professional effort (salary and fringe benefits).
Typically a department seeks to be reimbursed when your professional effort
is devoted to a sponsored project, rather than contributing to the project.
Q: Can
I donate my summer salary as part of a matching contribution?
A: A UVM employee’s contribution of effort must be documented in UVM’s
payroll accounting system to be eligible as a matching contribution. Summer
salary may be used as match only if the University or an eligible, non-federal
source is paying it.
Q: What
are fringe benefits?
A: Fringe benefits include the costs of FICA, Workmen’s Compensation, Health,
Dental, Disability Insurances, Pensions, etc. These are actual costs to the
University and are allowable cost requests on most grant proposal budgets. Fringe
benefits are calculated as a percentage of salary or wages. For current fringe
benefit rates, click here,
and scroll down the page until you reach the Fringe Benefit section.
Q:
I
have a postdoctoral associate on my grant. What do I charge for fringe benefits?
A: A postdoctoral associate who works on a research project is considered an
employee of the University. As such, his or her salary is subject to the full
fringe benefits rate.
Q: I
am an employee with an academic year appointment. Do I need to include fringe
benefits for my requested summer salary support in my budget?
A: Yes. The costs associated with providing benefits to University employees
identified as sponsored-project staff are charged to sponsored projects as a
percentage of all salary and wages. Fringe benefits are budgeted as a composite,
fixed rate applied to all personnel regardless of period of appointment in proportion
to salary budgeted for personnel.
Q: What
is cost-sharing?
A: Cost-sharing is the commitment of University resources to support part of
the costs of a sponsored project. Cost-sharing may take the form of release
time (faculty salary and fringe benefits) to engage in the project, the purchase
of supplies and equipment, or the acceptance of a lower reimbursement for facilities
and administration (indirect) costs. The amount required and types of costs
that are eligible for cost-sharing vary among sponsors and grant programs.
Cost-sharing is either mandatory (i.e. a condition imposed by the project sponsor)
or voluntary. When a department volunteers to cost-share any of the direct costs
for a research project, the facilities and administration (indirect) costs associated
with that direct cost-shared amount are charged to the department.
When the Office of Sponsored Programs, Pre-Award Services signs off on a proposal, the nature and sources of cost-sharing, if
any, must be clearly indicated on the Office of Sponsored Programs, Pre-Award Services
routing form and the unit making the
commitment must sign indicating its approval.
For a more thorough discussion of cost-sharing, click here.
Q: What
do I do if I need funds for cost-sharing for my project?
A: For the most part, cost-sharing comes from the reallocation of funds controlled
by individual departments and deans’ offices. There are also limited cost-sharing
funds available from the Provost’s Office. If you believe that cost-sharing
is necessary for your sponsored project, the first step is to work with your
Research Administrator to determine the magnitude of the commitment that is required
and the types of costs that are eligible. The second step is to obtain the commitments
required from your department or dean’s office.
If additional resources are needed, a written request should be made to the
Associate Vice President for Research Administration for cost-sharing from central University
funds. The request should describe the necessity for the cost-sharing, the amount
requested, the importance of the project to your academic unit and future funding,
any funds available from other sources, and the commitments made by your department
and dean’s office. Your chair and dean should endorse the request. Requests
for cost-sharing from central University funds are considered on a case-by-case
basis in consultation with the Vice President for Research and Dean of
Graduate Studies and available funding is limited.
Q: What
is a Consultant and can I pay a Consultant on my grant?
A: An independent contractor (consultant) is an individual over whom the employer
has the right to control or direct only the result of the work and not the means
and methods of accomplishing the results. This distinguishes a contractor from
an employee who performs services that are subject to the will and control of
an employer -- both what must be done and how it must be done. If you can’t
determine if someone is a consultant contact the Controller's Office (802) 656-2903.
They have developed guidelines and forms to help with this determination.
A consultant can be paid on a grant if the sponsor allows it.
Q: Who
should be considered key personnel?
A: Key personnel are individuals who contribute in a substantive way to the
scientific development or execution of the project, whether or not salaries
are requested.
Q:
How
do I include a subcontract in my application?
A: This depends on the requirements and application instructions of your funding
sponsor. Review the application guidelines carefully and consult with your
Research Administrator. Generally, you need to include budget pages, justification, resources
information, and a letter of commitment from the subcontracting institution.
Q:
How
does the Office of Sponsored Programs, Pre-Award Services know which Facilities and Administration (indirect) rate to use?
A: The University has separate rates for on and off-campus research, experiment
station research, public service, extension, and on and off-campus instructional
activities. The rate used depends on the nature of the sponsored project and
sponsor limits. Your Research Administrator will ask you to describe the purpose
of the project you are proposing to determine which rate applies and use sponsor
guidelines to see if that rate is allowable. Current rates are located
here.
Q: My
proposal is only for a small amount of funding. Do I still need to include
Facilities
and Administration (indirect) costs in the budget request?
A: Yes. The University’s policy is that sponsors should pay the full costs
of a project, regardless of the size of the project. Full facilities and administration
(indirect) costs at the appropriate rate must be included in sponsored project
budget requests unless the sponsor has a policy that explicitly limits the amount
it will reimburse for Facilities and Administration (indirect) costs.
Q: What
are National Institutes of Health (NIH) salary caps?
A: Annual NIH appropriation bills have included a cap, or ceiling, on the annual
salary rate at which NIH will compensate employees funded on NIH grants. Because
this cap is set annually in the NIH appropriation bill and, typically, is tied
to compensation levels for certain classes of federal employees, it can change
as often as two times in a given year. When submitting salary information to
NIH as part of a budget request, actual salary estimates should be used, even
if they are in excess of the caps. NIH will reduce the amount awarded, if necessary,
to the cap in effect when the award is activated. When estimating budgets for
a modular grant application, the best estimate of the NIH cap that will be in
effect when the grant is awarded should be used.
Q: Can
I apply to more than one sponsor for the same project?
A: Usually a Principal Investigator may apply to more than one sponsor for funding
of the same project. These applications must be identified as pending support
and accommodations that will be made to eliminate overlap must be explained
in the application. Some agencies don’t allow you to accept funding from
more than one source for the same project even if there is no budgetary overlap.
Q: What
should I do if I get two grants for the same project?
A: Get in touch with your Research Administrator to help you determine sponsor requirements
with regard to overlap funding.
Q: Can
I get an extension on my deadline?
A: Generally not. Deadlines are set by the sponsor or funding agency and are
not subject to extensions but sponsors may allow extensions under extenuating
circumstances.
Q: How
do I know if the sponsor has received my application?
A: Many sponsors provide notification of receipt of your proposal. The method
is generally described in the application guidelines. The Office of Sponsored Programs, Pre-Award Services
will contact a sponsor
at the request of a Principal Investigator to determine the status of an application.
Q: I
submitted an application without going to the Office of Sponsored Programs, Pre-Award Services
and have an award; what do I do?
A: Contact your Research Administration in the Office of Sponsored Programs, Pre-Award Services
as soon as possible so that the required
paperwork can be processed and approvals obtained in order for you to accept
the funds.
Q: I
just received a check for my grant, what do I do?
A: If the grant has not been processed through the Office of Sponsored Programs, Pre-Award Services, contact the appropriate
Research Administrator to determine what paperwork needs to be processed. Any other
grant payment should be directed to the Grant & Contract Administrative
Services department
for deposit into the appropriate grant/contract account.
Q: How
do I get an account number for my award?
A: Once the Office of Sponsored Programs, Pre-Award Services receives a notice of grant award or other grant award document from
a sponsor or a contract/sub-contractual agreement is fully executed, the paperwork
is delivered to UVM’s Office of Grant & Contract Administrative
Services (GCAS).
GCAS personnel set up a restricted-fund chartstring which includes a project
ID (XXXXXX) in the University accounting
system to which expenses associated to the project will be charged. Once the
account is set up GCAS will notify you of your account number. GCAS will also
prepare any invoices and/or financial reports that the sponsor requires.
Q: My
grant has been awarded, but I want to change my budget. What should I do?
A: Contact Grant & Contract Administrative Services for assistance in determining funding
agency rules regarding budget changes. If allowed, submit a Budget Change Order
to Grant & Contract Administrative Services. If prior approval from the sponsor is required,
contact the Office of Sponsored Programs, Pre-Award Services for assistance in making the request.
Q: Who
prepares the financial reports required by my grant?
A: Grant & Contract Administrative Services will prepare any invoices and/or financial
reports that a sponsor requires.
Q: My
grant is going to end but I'm not finished the work, what can I do?
A: If a grant period is scheduled to expire and the principal investigator has
not finished the proposed objectives, a no-cost extension may be an
option. Many sponsors allow a first time 12-month extension without sponsor approval.
Other sponsors require a formal written request to review. Contact your
Research Administrator for the procedure required for a particular grant.
Q: I
will be leaving the University of Vermont; can I transfer my Grant?
A: Depending on your funding agency’s rules, your options may be, transfer
your grant to your new institution, keep the grant at UVM with someone else
appointed as PI, or terminate the grant. You should contact your Research Administrator
to clarify sponsor and University requirements, and prepare any necessary documents.
Note: a grant or contract is awarded to the University; any change to the award
requires sponsor and UVM approval.
Q: How
do I get a password for National Science Foundation NSF (FastLane)?
A: If you have never been a FastLane user, contact the Office of Sponsored Programs, Pre-Award Services
at (802) 656-3360 to request that you be added
to the NSF database as a FastLane user and Principal Investigator. If you have
used FastLane in the past but have forgotten your password, you can request
a reset of password by logging in to FastLane
and then select the “Proposals, Awards,
and Status" tab at the top of the FastLane home page. A new password will be
e-mailed directly to you. The Office of Sponsored Programs, Pre-Award Services
does not
maintain a list of FastLane user passwords.
Q: I
have some material I want to share with a colleague from another institution.
What do I do?
A: The University has developed standard material
transfer agreements to facilitate the sharing of research resources while
protecting your intellectual property and the University’s interests. One
agreement is designed for use when sharing material with private industry and
one is designed for use when sharing material with other universities and non-profit
research institutions. If you are planning to share material, fill out, print
and sign the appropriate form and bring it to your Research Administrator
for completion. These agreements are not valid until signed by the authorized
institutional officials of each party. More information on the University’s
policies on access to research data, including material developed under sponsored
projects, is located
here.
Q: I
have a material transfer agreement, not a grant; who signs for UVM?
A: The Office of Sponsored Programs, Pre-Award Services reviews any Material Transfer Agreements, negotiates terms and conditions,
and the Associate Vice President for Research Administration signs the agreement as Authorized University Official.
Q: What do I do if I invent something while working
on a sponsored project?
A: Inventions should be promptly reported to the Office of Sponsored Programs, Pre-Award Services
using the invention
disclosure form. Office of Sponsored Programs, Pre-Award Services will report the invention to the sponsor if required
and forward the disclosure to the Office of Technology Transfer
for evaluation
for patent purposed. See the Officers’
Handbook, section 263 for a complete description of the University’s
patent policy.
Q: I may have a conflict
of interest what should I do?
A: Please click here.
Q: Who
is responsible for my Clinical Trial Agreement, UVM or FAHC?
A: When College of Medicine faculty members who also hold clinical appointments
at Fletcher Allen Health Care engage in clinical trials that are (1) supported
by industrial sponsors and (2) use Fletcher Allen Health Care facilities only,
the contractual arrangements for such work are typically between Fletcher Allen
Health Care and the trial sponsor. A faculty member engaged in such work should
contact his/her department business manager to arrange for review and signature
of the contracts for these trials. All other research work in which such faculty
members engage is considered part of their duties as University faculty and
proposals, awards, and contracts for such work are managed through the University’s
Office of Sponsored Programs, Pre-Award Services.
Last modified May 01 2009 07:10 AM
