Project Modifications Photo Credit: fdecomite / photo on flickrfdecomitephoto on flickr

Why would I need a modification? Additional Time required for project/grant Change in Scope or Key Personnel Change in Budget PI and/or BUDs should contact the ORSP to request any modifications.

Modification Approval & Requirements Some modifications may not need Sponsor approval (specifics contained in grant contract) Some will need Sponsor approval (also specifics contained in grant contract) The ORSP will prepare the specific forms and documents required by the Sponsor for a change in the Grant. There may be an additional contract or amendment to the prior contract required.

PACT Forms are to be used ONLY for Grant Full Time Positions The ORSP will work with the School and Faculty member (PI) to create the necessary PACT Form and process it. The information for the position will be posted as any other FT position at the University. Examples include Post Docs, 13Ds, Grant Directors and Grant Assistant Directors PACT Forms

Position Numbers Position Numbers are specific to each grant: Grant Faculty Supplementals (613305) Grant Staff Supplementals (613306) TES (613340) Grant Student Workers (613345) Grant Graduate Student Workers (613350). Each New Grant Fund will require New Position Numbers.

Pact forms will NOT be used for position numbers for: Grant Faculty Supplementals Grant Staff Supplementals Grant TES (Hourly- Temporary Employment Specialists) Grant Student Workers Grant Graduate Student Workers For these position numbers - Once the Grant Fund is established in Banner, the ORSP will the Budget Office with the request for the needed position numbers. The request and response will include PI, BUD, A&F Grants Analysts, and ORSP. Do NOT use PACT forms for:

Supplementals, Course Release, Labor Redistributions

A Course release is when faculty get released from teaching to work on a grant. A stipend is an additional (supplemental) payment to a faculty or staff member for working on a grant. Each will be discussed at the set up meeting and stated on the data points forms ed when the fund is sent to Admin & Finance. Faculty Course Releases & Faculty or Staff Stipends for Grants

There are different types of funding for course releases: School funded – the Dean is providing funding for the faculty member or replacement from the school’s institutional budget. Internal Award funded – R&PD Funding is transferred to the School’s R&PD account for the purpose of replacing part of the faculty member’s teaching schedule to work on a project or grant. Grant funded – A grant is paying for part of the faculty member’s teaching schedule to work on the grant. This requires a labor distribution. Course Release

All course releases need to have a labor distribution completed to charge the grant with the faculty member’s salary and fringe benefits. Notify ORSP by August 1st or December 1 st before the semester of the faculty member’s course release. Provide the FOPAL that the faculty member is paid from. The ORSP will submit the labor distribution to the Dean or Supervisor for approval and then to Office of Budget. Monitor the Grant fund and your Institutional budget-verify that charges are being posted properly. If not – Notify ORSP via Course Release, cont’d

There are NO course releases in the Summer. There are stipends for time worked on grants during the summer that may be based on the rate of credits a professor is paid or an established amount budgeted in the grant. Course Release, cont’d

Supplements or Stipends: Must be paid over the period of the performance of work - not in lump sums. Faculty and Staff supplementals may be submitted on the same Supplemental Payroll Spreadsheet Faculty & Staff Supplemental Payments or Stipends #1 & 2 - Faculty/Staff Supp must match appropriate position # and Account Code #3 & 4 - Stipend amounts can be for 1 pay period or multiple pay periods #5 - Multiple Grants’ supplemental payments can be listed on same spreadsheet. 3

- Payroll Spreadsheets must be submitted to the ORSP via GrantAccounting.stockton.edu. - Additional information will be added if necessary and the final sheet will be sent to Payroll, Provost Office and the BUD. - BUDs must check to see if the stipends post to the proper funds for the proper amounts. Faculty & Staff Supplemental Payments or Stipends, cont’d TES and Student Payroll Spreadsheets Web Time Entry should be used for all Students and TES payments with a few exceptions. If necessary, a payroll spreadsheet can be submitted for TES and Student payments to TES and Students can be submitted on the same spreadsheet – BUT they cannot be submitted on a Faculty and Staff spreadsheet.

QUESTIONS? 101 Vera King Farris Drive, E-226 Galloway, NJ Phone: Fax: