biac:grants
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biac:grants [2019/11/13 20:34] – em123 | biac:grants [2019/11/14 20:48] – em123 | ||
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* Communicating research administration information to **staff with research administration responsibilities**. BIAC's grant manager is solely responsible for research administration functions within the center. Business manager will directly communicate necessary information to the grant manager via email or during a F2F meeting. | * Communicating research administration information to **staff with research administration responsibilities**. BIAC's grant manager is solely responsible for research administration functions within the center. Business manager will directly communicate necessary information to the grant manager via email or during a F2F meeting. | ||
* Communication with **sponsors**. Faculty and staff are not authorized to contact sponsors directly about administrative matters. Such communication can be made through an authorized Duke official. Faculty is obliged to follow institutional guideline on communication with the sponsors per [[https:// | * Communication with **sponsors**. Faculty and staff are not authorized to contact sponsors directly about administrative matters. Such communication can be made through an authorized Duke official. Faculty is obliged to follow institutional guideline on communication with the sponsors per [[https:// | ||
- | * Communication with **central** or **SOM offices**. BIAC grant manager will communicate day-to-day issues via email directly to an assigned person in the central/SOM office. If the issue is not addressed or resolved with a central office, a grant manager will escalate it with BIAC's Business Manager for a further action. Grant manager will include PI in communication if it requires his/her input or PI should be aware of the issue. | + | * Communication with **central |
===== Pre-Award /SPS Procedures ==== | ===== Pre-Award /SPS Procedures ==== | ||
- | **External Proposals (from other departments)** | + | |
- | * BIAC's routing is set up such that notification of proposals should come to both the grants manager and the business manager. Within 24 hours of receipt, the grants manager should review each proposal for correctness. This includes reviewing that salary is calculated accurately, and that email approval has been obtained for anyone listed as key personnel. If an individual is listed as key personnel, their effort must be checked to ensure that they have available effort, as effort changes > 25% for key personnel require NIH approval. Note that OSC designation does not require PI approval, as no effort is needed. | + | |
- | * Once the proposal is correct, the grants manager should email the business manager letting them know that the proposal is ready for review. This must be done before 48 hours has elapsed, otherwise the grant will be auto routed, and approval from BIAC will be assumed. | + | |
**Internal Proposals (generated by BIAC)** | **Internal Proposals (generated by BIAC)** | ||
- | * The grants manager will set up the SPS proposal | + | |
+ | * PI status is managed in accordance with [[https:// | ||
+ | * Grant manager manages [[https:// | ||
+ | * Grant manager will request PI to provide proposal related information (sponsor, FOA, type of research, Duke personnel roster, external collaborators, | ||
+ | * Grant manager will review FOA for specific proposal requirements and communicate with PI on proposal preparation timeline and required information. | ||
+ | * PI will determine personnel roster, efforts and budget items needed for a project. | ||
+ | * Grant manager will prepare a budget for PI review and discuss revisions. | ||
+ | * Grant manager will assist PI with a budget and justification preparation to ensure both align with institutional and sponsor guidelines. | ||
+ | * Grant manager will collect and enter required proposal information and documents in SPS. | ||
+ | * Proposal documentation will be stored on BIAC's Z: | ||
+ | | ||
** Salary Calculations** | ** Salary Calculations** | ||
* The first year of salary should be calculated as the current salary plus 3%. | * The first year of salary should be calculated as the current salary plus 3%. | ||
* For years after that, salary should be inflated at a rate of 2% to be consistent with NIH/ORA guidelines regarding the overall budget increase being capped at a 2% increase. | * For years after that, salary should be inflated at a rate of 2% to be consistent with NIH/ORA guidelines regarding the overall budget increase being capped at a 2% increase. | ||
* Salary should be split out according to fiscal year. For example, for a grant budget that is 6/1 - 5/31, two salary lines should be entered, one for 6/1-6/30, and a second for 7/1 -5/31. This allows others to easily check that the inflation has been done correctly. | * Salary should be split out according to fiscal year. For example, for a grant budget that is 6/1 - 5/31, two salary lines should be entered, one for 6/1-6/30, and a second for 7/1 -5/31. This allows others to easily check that the inflation has been done correctly. | ||
+ | |||
+ | **External Proposals (from other departments)** | ||
+ | * BIAC's routing is set up such that notification of proposals should come to both the grants manager and the business manager. Within 24 hours of receipt, the grants manager should review each proposal for correctness. This includes reviewing that salary is calculated accurately. If an individual is listed as key personnel, their effort must be checked to ensure that they have available effort, as effort changes > 25% for key personnel require NIH approval. Note that OSC designation does not require PI approval, as no effort is needed. | ||
+ | * Once the proposal is correct, the grants manager should email the business manager letting them know that the proposal is ready for review. This must be done before 48 hours has elapsed, otherwise the grant will be auto routed, and approval from BIAC will be assumed. | ||
+ | |||
** Cost Sharing** | ** Cost Sharing** | ||
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**Effort Management** | **Effort Management** | ||
- | It is PI's responsibility to determine necessary personnel efforts during a proposal development based on the actual amount of time needed to complete the project. At the time of the award, PI and grant manager will review the budget, terms and conditions to finalize personnel and their efforts necessary for the project. During quarterly grant projection reviews, PI and grant manager will review personnel efforts and make adjustments as needed. Employees with sponsored efforts will use Duke's ECRT to review and verify their efforts correspond with charges allocated to the sponsored projects in accordance with [[https:// | + | * It is PI's responsibility to determine necessary personnel efforts during a proposal development based on the actual amount of time needed to complete the project. |
+ | * At the time of the award, PI and grant manager will review the budget, terms and conditions to finalize personnel and their efforts necessary for the project. | ||
+ | * During quarterly grant projection reviews, PI and grant manager will review personnel efforts and make adjustments as needed. | ||
+ | * Employees with sponsored efforts will use Duke's ECRT to review and verify their efforts correspond with charges allocated to the sponsored projects in accordance with [[https:// | ||
+ | |||
+ | **Effort Changes** | ||
+ | * PI should consult with a grant manager prior to making changes in his/her effort. | ||
+ | * Grant manager will evaluate if sponsor' | ||
+ | * If faculty member wants to make effort change on the grant owned by another department, he/she should notify BIAC grant manager about the change. | ||
+ | * Grant manager will process cost distribution (payroll) changes. | ||
**Capital Equipment Purchases on Sponsored Projects** | **Capital Equipment Purchases on Sponsored Projects** | ||
- | PI should budget capital equipment ($5,000 or greater) during the proposal development stage. Equipment purchases should be managed through BIAC's Business Office to ensure that a proper authorization for purchase and necessary documentations are completed. Grant manager will communicate to PI about steps needed prior to equipment purchase per [[https:// | + | * PI should budget capital equipment ($5,000 or greater) during the proposal development stage. |
+ | * Equipment purchases should be managed through BIAC's Business Office to ensure that a proper authorization for purchase and necessary documentations are completed. | ||
+ | * Grant manager will communicate to PI about steps needed prior to equipment purchase per [[https:// | ||
**Annual Research Performance Progress Report (RPPR)** | **Annual Research Performance Progress Report (RPPR)** | ||
- | Grant Manager will initiate RPPR via [[https:// | + | * Grant Manager will initiate RPPR via [[https:// |
+ | * Grant manager will notify PI about RPPR requirements and timeline for completion. | ||
+ | * Upon completion of RPPR, PI will route it to BIAC's Business Manager for a departmental approval. | ||
[[https:// | [[https:// | ||
[[https:// | [[https:// | ||
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**No Cost Extensions (NCE)** | **No Cost Extensions (NCE)** | ||
- | During quarterly meetings with PI, grant manager will discuss NCE potential plans for projects with upcoming end dates. Grant manager will communicate to PI about institutional and sponsor requirements for NCE 45 days prior to sponsor due date. NCE request preparation will be done in accordance with [[https:// | + | * During quarterly meetings with PI, grant manager will discuss NCE potential plans for projects with upcoming end dates. |
+ | * Grant manager will communicate to PI about institutional and sponsor requirements for NCE 45 days prior to sponsor due date. | ||
+ | * NCE request preparation will be done in accordance with [[https:// | ||
**Carryover Request** | **Carryover Request** | ||
- | Grant manager will work with PI during RPPR preparation to determine a projected unobligated balance by the end of the budget year and ask if PI will plan to request a carryover after the period ends. If PI intends to request a carryover, grant manager will provide information about an amount available to carry over upon closeout of WBSE. If needed, grant manager can provide a financial report showing budget vs actual which can be helpful in preparation of explanation for unobligated balance. Grant manager will communicate to PI about institutional requirements for a carryover request described in [[https:// | + | * Grant manager will work with PI during RPPR preparation to determine a projected unobligated balance by the end of the budget year and ask if PI will plan to request a carryover after the period ends. |
+ | * If PI intends to request a carryover, grant manager will provide information about an amount available to carry over upon closeout of WBSE. | ||
+ | * If needed, grant manager can provide a financial report showing budget vs actual which can be helpful in preparation of explanation for unobligated balance. | ||
+ | * Grant manager will communicate to PI about institutional requirements for a carryover request described in [[https:// | ||
+ | * PI is solely responsible to provide a scientific justification for a carryover request. | ||
**Closeout** | **Closeout** | ||
- | Grant manager will discuss with PI during quarterly meetings about his/her plans for grant closeouts/ | + | * Grant manager will discuss with PI during quarterly meetings about his/her plans for grant closeouts/ |
+ | * Grant manager | ||
+ | * Grant closeout will be managed in accordance with [[https:// |
biac/grants.txt · Last modified: 2024/06/21 15:44 by 127.0.0.1