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

2. PRESENTERS Mary Lou Conroy, Grant Coordinator Phone: 645-4401
Mary Kraft, Grant Administrator
Phone:

3. Who are my contacts in SPS?
You can look up staff at:

4. 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.

5. Hiring Post docs and Appointing RAs
Questions to Human Resources Representative
Aleathea (Lee)Rodriguez, Clerical Specialist I
HR contact for UB Jobs
Sharon Chimera, Clerical Specialist I

6. 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

7. Roles and Responsibilities in Managing the Award
Please review the Financial Responsibility policy:
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

8. Costs You Can Charge to Your Grant
SPS forms:
Costs are per sponsor guidelines
Federal A21:
NSF:
NIH:
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:
Cost Transfer Policy link:
At risk budget and allowable expenses
Approval authority form for anyone allowed to process “paper” forms

9. 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

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

11. 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.

12. 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.

13. 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.

14. Questions
????

15. Thank You!