Congratulations on your new Award! “I’ve received a notice of Award from the Sponsor, now what?”

PRESENTERS Mary Lou Conroy, Grant Coordinator Phone: 645-4401 Email: MaryLou.Conroy@buffalo.edu Mary Kraft, Grant Administrator Phone: 645-4420 Email: Mary.Kraft@buffalo.edu

Who are my contacts in SPS? You can look up staff at: http://www.research.buffalo.edu/sps/

Agreement Negotiation or Award Acceptance The Research Foundation of SUNY reviews and accepts and/or negotiates the award. Budget impact is addressed. Special terms and conditions will be pointed out to PI. PI is requested to review and approve the award. Signed by authorized official.

Hiring Post docs and Appointing RAs Questions to Human Resources Representative Aleathea (Lee)Rodriguez, Clerical Specialist I 645-4479 amr33@buffalo.edu HR contact for UB Jobs Sharon Chimera, Clerical Specialist I 645-4470 schimera@buffalo.edu

Award Set Up Getting Your Account Number Sponsored Projects staff review the file and request necessary documentation IACUC/IRB/Biohazards approvals – specific to the proposed work Conflict of Interest forms Subaward/Subcontract Information Budget updates if required At Risk: forms & budget Notification of your account number

Roles and Responsibilities in Managing the Award Please review the Financial Responsibility policy: http://policy.business.buffalo.edu/Policy%20Library/Financial%20Responsibility%20Policy.pdf Requesting a no cost extension – PI/Administrators Prior approval requests – PI/Administrators Amendments to contracts/subcontracts/continuations - PI/Administrators Progress reports – PI/ Admins/ Award Analysts / Grant Coordinator Continuation processing (dependent on sponsor) - PI/Admins/PAES/Grant Coordinator

Costs You Can Charge to Your Grant SPS forms: http://www.research.buffalo.edu/sps/forms/ Costs are per sponsor guidelines Federal A21: http://www.whitehouse.gov/omb/circulars_a021_2004 NSF: www.nsf.gov/publications/pub_summ.jsp?ods_key=gpg NIH: http://grants1.nih.gov/grants/oer.htm Private sponsors: Refer to terms and conditions Expenses to process upon notice that award is active/”at risk” payroll, IFR, blanket orders, equipment & independent contractors Tuition Policy link: http://www.grad.buffalo.edu/policies/tuition_scholarship_policy.pdf Cost Transfer Policy link: http://policy.business.buffalo.edu/Policy%20Library/Cost%20Transfer%20Policy.pdf At risk budget and allowable expenses Approval authority form for anyone allowed to process “paper” forms

Subaward/Subcontracts and Independent Contractors SPS Administrators will work with PIs to establish subaward/subcontract agreements Subaward/subcontracts funds are segregated into a separate task and encumbered through a purchase order Subaward/Subcontracts terms and conditions usually mirror the prime award Independent Contractors – forms, role, should ask for 3 quotes, other customers

How to Submit a Progress Report Terms and Conditions usually outline this requirement Sponsor specific – hard copy, electronic, through SPS or PI submits

Keeping Your Research on Track Talk to your Program Officer/Official if you feel changes are needed in Scope/ Specific Aims. Be sure to keep SPS in the loop. If you are unsure about how to proceed with a process, (reporting, request for prior approval, material transfer agreements, confidentiality agreements) contact us. We will help or direct you. Don’t waste your time - If in doubt, contact us. We are here to assist you. If we don’t know the answer, we’ll try to find it.

Publishing Your Research Results Sponsor approval would not be required, however, sponsor review and comment may be required prior to submission of a publication. Is there a need to acknowledge the sponsor? Review the terms and conditions and contact your Administrator if you require clarification.

Continuing Your Research – Applying for Additional Support Plan ahead, know the sponsor’s policy on continued funding or ask your SPS P/AES or Admins for guidance. Expect to apply for continued funding at least 18 months prior to the end of the current award. Don’t wait until the funds are gone.

Questions ????

Thank You!