1. KSU Sponsored Projects Overview
Untenured Faculty Network
September 14, 2016

2. Engineering Research & Graduate Programs Office (ERGP)
Proposal preparation
Engg tenure-track faculty
$1M+, multidisciplinary, 3 years
Sponsored projects training
Faculty & departmental administrative staff
New ERGP website coming soon

3. Proposal Development & Submission
Meet with an ERGP grant specialist to review proposal RFP and requirements
Develop and finalize budget and budget justification
Budget, budget justification and proposal summary required for proposal Sign for approvals from Principal Investigators, department heads, deans, other required approvals
The Principal Investigator (PI) is responsible for proposal technical sections: summary, project description and references
Remaining proposal elements are typically completed or compiled by the grant specialist
PreAward Services completes final review and submission

4. Start Your Proposal Early!
Benefit from preparation and development services
Double proposal review opportunity from ERGP and PreAward Services
Complex proposals require a one month advance notice to ERGP
Subawards
Collaborators
Matching
Set target dates with the grants specialist 

5. PreAward Services Office
Awards: review, negotiate terms, and sign agreements on behalf of K-State
Project modifications: review and submit

6. Post Award Basics
Award requirements reviewed by PreAward Services to ensure terms meet university and State of Kansas policies and regulations
Accepted award moves to the Office of Sponsored Programs Accounting (SPA) for review of financial requirements and account number assignment
Financial award requirements administered by departments and SPA

7. Sponsored Programs Accounting (SPA)
Assigns and activates fiscal accounts
Submits sponsor financial reporting
Maintains auditable records
Monitors subawards and consultants
Maintains effort reporting and cost share & match records
Prepares F&A Cost Rate proposal for the federal government (submitted every four years)

8. Transmittal Form
Purpose: summarizes project information and records approvals
Lead PI, co-PIs, departments and effort percentages
Project title
Sponsor name and program
Project dates
Budget Totals
Internal matching or cost sharing sources
Approvals: administrative, programmatic, compliance
8e. International Travel
8g. Conference, Workshop Activities – Global Campus
9b. KSU Export Control Compliance Training
9c. Financial Conflict of Interest
10. Research Compliance (pending v approved protocol)
Signature approval via eSign system

9. F&A Costs Different terms, same definition:
F&A: Facilities and Administrative cost rate
SRO: Sponsored Research Overhead
Indirect costs
KSU indirect rate agreement effective 07/01/12 to 06/30/16. Current rate: 50% Modified Total Direct Costs (MTDC)
College of Engineering F&A cost distribution rates

10. College of Engineering F&A cost distribution rates
Research, Instruction and Public Service: EES (ERGP) 
Distribute to:
Percent
Department(s) Share
38.5
EES (ERGP) Research Director
5.0
Unallotted
53.0
Library
3.5
100

11. Subawards
Transfers a portion of the project or effort of the prime award to another organization consistent with the terms and conditions of a prime award by subaward (also called subcontact) or consultant agreement.
Sole source:
Service or item exceeds $5,000 or more in the proposal budget
Must be named in proposal as the only source for the desired supplies or services, or is uniquely qualified to preform the desired services because of location, reputation, and expertise.
Must be approved through Purchasing in the Division of Financial Services
Consultants, subawards and other professional service resources

12. Modifications or Amendments (Non financial post award activities)
Project modifications or amendments
Change in Principal Investigator
Change in scope of work
Change in period of performance (time extension)
Budget revision
Carryover of funds
Other contractual terms and conditions
OPAS Form (Organizational Prior Approval System)

13. Schedule of Charges (SOC)
Departmental or internal charges such as equipment use fees
Sponsors require documentation for all costs in a budget including internal costs
Charges from an SOC are used on sponsor budgets for service or equipment use including services from other departments.
Examples: equipment use needed from another department of College, evaluation services

14. Federal Post Award Administration
Office of Management Budget (OMB) Circulars, Educational Institutions,
OMB Circular A-21, Cost Principles for Educational Institutions
Section J, General provisions for selected items of cost. Important section to help determine unallowable costs.
OMB Circular A-110, Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations
OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations

15. Sponsored Projects Overview Handout
Details the “cradle to grave” process of K-State’s sponsored projects system
Includes:
General overview of preaward activities, financial post award administration, project modifications, subaward and consultant services
Resources and Websites
Definitions, Terms, and Additional Information
Commonly-used Acronyms

16. Top 5 things for a first proposal
Review proposal solicitation early and follow it carefully, making note of all “must” or “required” items. (NSF GPG, 2013 version).
If you would like assistance with proposal preparation, notify ERGP research administrator of your intent to submit. Meet to determine an internal timeline/task worksheet. (Proposal preparation can be provided at PreAward Services).
It is always better to have two opportunities for review of a proposal than one. Follow target dates set on internal proposal worksheet. All proposals are routed through the central PreAwards office for final review and submission to the sponsor.
Submit your final budget first to PreAwards for an advance review even if the remainder of your proposal is not complete.
Keep up good and timely communication with your co-PIs, senior personnel, subawardee contacts, and K-State proposal administrator.

17. Pivot – Funding Opportunities
Pivot is a funding resource database and search tool containing worldwide funding opportunities from federal, foundation, and association sources,
DIY handout. A how-to guide on signing up for Pivot and a Pivot Weekly Funding Bulletin.
Searches based on key word thesaurus.
K-State contact: Beverly Page, Information Specialist, ORSP,

18. Contacts PreAward activities: Post award activities:
ERGP for untenured faculty and $1M+ proposals:
Carole Lovin, ERGP, Research Administrator
PreAward for all other proposals:
Namrita Berry, PreAward Services, grant & contract administrator assigned to the College of Engineering
Post award activities:
Department Accountant or Sponsored Project Office representative
Post award non-financial activities:
Cecelia Scaler, PreAward database and project modification specialist
Post award non-financial activities – I typically prepare and route for eSign approval but Cecelia is the COE “back up” and can answer questions about the activity once it has been submitted to the sponsor.