Grant Tool Box

Proactivity Tools

Budget Tools

SPA has One Source-friendly budget templates that incorporate account codes into the budget development process. Associating the sponsor’s budget with the OneSource account codes will reduce the number of budget errors once the project is awarded in the financial management system. We have a simple budget and a detailed budget.

UGA/UGARF have many industry sponsors (and other sponsors if applicable) who do not require a detailed budget, will not require an itemized invoice/financial report, and will fund UGA/UGARF via a fixed price or a deliverable-based schedule.  In these cases, a fully burdened budget template can be used.  A fully burdened budget displays each account code/budget line and has the appropriate indirect cost applied to each line, instead of showing indirect cost as a separate budget line. Please feel free to use the fully burdened budget template when developing these types of proposal budgets. For questions about the fully burdened budget template or working with industry sponsors, please contact Nick Hinson, Contract Manager in the Sponsored Projects Administration, at 706-542-3650 or nhinson@uga.edu.

More information on the use of these budget templates can be found here.

If your proposal anticipates the use of UGA research facilities, it is imperative you incorporate into the proposal budget the current facility rates. Where rates are not publicly available, you should contact the relevant facility and obtain reasonable estimates. This page maintains a list of links to rate and contact information for many of those research facilities.

Cost Share Process Flow

More information on the use of these cost share process flow can be found here.

Industry Collaboration Pathways

SPA offers assistance in working with corporate sponsors. The University of Georgia has a long history of successful industry collaborations, and we offer a variety of pathways for our researchers to engage with companies at all stages of research and development. See the available options here. For questions or more information, please contact Nick Hinson, contracts manager in the Sponsored Projects Administration, at 706-542-3650 or nhinson@uga.edu.

Visit the Industry Collaboration Pathways page here.

Roles and Responsibilities

PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Review, interpret, and disseminate policies from sponsorsXX
Review, interpret, and disseminate policies from research compliance oversight agencies (Human Subjects, Biosafety, IACUC, etc.)X
Serve as expert resource on knowledge of policies and act as liaison with sponsors or oversight agenciesXXX
Develop institutional training curriculaXXX
Provide training in areas of research complianceXXX
Monitor effectiveness of training programsXXX
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Advise PI on funding search tools and useX
Identify funding opportunitiesX
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Provide proposal forms and application materialsX
Prepare technical proposal and identify the need for subcontracts/subagreementsX
Prepare proposal budget and budget justificationX
Provide help to PI on budget preparationXX
Communicate changes in fringe benefit ratesX
Request matching/cost share funds and/or identify in-kind contributionsX
Identify Program incomeX
Approve departmental matching fundsX
Approve Dean's matching fundsX
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Prepare and route Proposal Transmittal FormX
Help PI prepare and route Proposal Transmittal FormX
Review and approve proposal for scientific merit, resource utilization, etc. prior to submission to Sponsored ProjectsXX
Approve F&A split(s)X
Identify and approve on- and off-campus space needs for project and request modificationsX
Review proposals for completeness and adherence to sponsor and other regulations, including Uniform GuidanceX
Determine appropriate F&A rateX
Approve proposalsX
Submit proposals electronicallyX
Submit proposals (paper versions)X
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Comply with federal, state, and University policies governing sponsored programs and misconduct in researchX
Identify conflicts of interest and provide appropriate disclosuresX
Complete appropriate forms for all relevant compliance committees and ensure compliance in accord with protocol applicationsX
Review COI disclosures and approve management plans and ensure complianceX
Perform required review and approval of protocolX
Conduct investigations into adverse eventsX
Maintain records on protocol approvals (including continuations, amendments, and revisions)X
Prepare reports of expired protocolsX
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Negotiate and accept awards and determine project typeX
Communicate all terms and conditions to PI/Project DirectorX
Negotiate and establish subcontractsX
Approve pre-award chart stringsX
Establish pre-award chart stringsX
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Establish restricted award chart stringsX
Communicate restricted award chart string details to PI and departmentX
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Conduct sponsored project and provide oversight for all project activityX
Review programmatic changes to the projectX
At the OutsetPIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Confirm availability of project fundsXX
Maintain local oversight of project budgetXX
Set up payroll on awardsX
Hire and/or terminate project personnelX
Track current and pending effort commitmentsX
Ensure award expenditures comply with OMB Uniform Guidance and University and state policiesX
Receive contractor invoice(s)X
Coordinate the Single audit and all other auditsX
During Project PeriodPIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Review and Certify Annual Payroll ReportsX
Provide local oversight for Payroll Report certificationX
Document cost transfer requestsX
Request re-budgeting, carry-forward, changes in personnel, no-cost extensions, etc. to sponsor for administrative or programmatic changesX
Obtain sponsor approvals for re-budgetingX
Approve re-budgeting requests not under expanded authoritiesX
Propose resolution of award overdraftsX
Review and approve cost transfers and resolutions to overdraftsX
Receive contractor invoice(s)X
Approve work done by subcontractorX
Monitor receipt of program incomeX
Identify and evaluate issues related to program incomeX
Use monthly reports for financial monitoring and identify and resolve errorsXX
Approve carry-forward and endorse requests to sponsor for administrative or programmatic changes initiated by PIX
Post-Award Accounting ActionsPIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Prepare and submit invoices to sponsors and letter of credit draws, manage accounts receivableX
Report cost sharing on projectsX
Process payment of all invoices from subcontractors and providersX
Submit all interim and certify all final financial reportsX
Coordinate the Single audit and all other auditsX
Resolve payment problems with sponsorsX
Subrecipient monitoringX
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Provide information for or submit all interim and final technical reports in accordance with award terms and conditionsXX
Notify PI of account terminationX
Identify uncollectibles, inactivate or close out accountsX
Relinquish awardsX
Work with departments and PIs/Program Directors when reports are delinquentXX
Retain the scientific dataX
Retain Grant Document of RecordX
Retain Financial InformationX
PIDept. Adm.Dept. HeadDeanSPA Pre-AwardSPA Post-AwardCompliance
Maintain institutional database of proposals and awardsXX
Request Residual BalancesX
Invention, patent, licensing, commercialization-Innovation GatewayX

Pre and Post Award Disclosures: Other Support

Many federal agencies require specific disclosures in the Biographical Sketch, Other Support/Current and Pending Support and Facilities, Equipment, and Other Resources. The required disclosures vary by sponsor, but may encompass all resources made available to a researcher including grants and contracts, consulting activities (paid and unpaid), participation in foreign “talent” or similar programs, financial support for laboratory personnel, to include graduate students, post-docs, and visiting researchers and scholars, high-value materials that are not freely available (e.g., gifted biologics, chemicals, etc.) and in-kind contributions, and collaborations with researchers outside of the University.

For grant and contract proposals, the University and individual investigators, may be required to confirm the Other Support information and verify the accuracy of the disclosures. An employee’s outside activities should be reported and are subject to approval under the UGA Conflicts of Interest, Conflicts of Commitment and Outside Activities. Other activities, personal interests, and foreign relationships, both with and without remuneration, need to be reported in the Grants Portal in the Significant Financial Interest Disclosure or within various Proposal Smartform questions.

 

Resources: 

National Security Presidential Memorandum-33

National Security Presidential Memorandum-33 Implementation Guidance

FY 21 National Defense Authorization Act Sect 223

 

Agency Specific Guidance

 

Pre and Post Award Disclosure requirements may vary with different federal agencies. Although under National Security Presidential Memorandum-33, there should be a harmonization of these disclosure requirements over the next one to two years. Below you will find links to the specific guidance and links to relevant federal agency websites. Please carefully review disclosure requirements when applying for research funding from these federal agencies.

Who Must Report:

All key personnel must disclose current and pending support in grant applications related to research and research-related educational activities.

What to Report:

DOD requires full disclosure of current and pending support from domestic and non-domestic sources.

Proposers shall submit the information below for all key personnel, including individuals whose effort will not be supported by the DOD project funds:

 

  • A list of all current projects the individual is working on, in addition to any future support the individual has applied to receive, regardless of the source.
  • Title and objectives of the other research projects.
  • The percentage per year to be devoted to the other projects.
  • The total amount of support the individual is receiving in connection to each of the other sponsored and non-sponsored projects or will receive if other proposals are awarded.
  • Name and address of the agencies and/or other parties supporting the other sponsored and non-sponsored projects.
  • Period of performance for the other sponsored and non-sponsored projects.

This information shall be included in the Senior Key Person Profile form included in the Notice of Funding Opportunity (NFO) and will not be included in the overall proposal page limits. Failure to submit this information may cause the proposal to be returned without further review.

 Please note: DOD proposals for other types of awards may have different requirements.

The Defense Advanced Research Projects Agency has published a DARPA-specific matrix analysis for Risk-Based Measures to Assess Potential Undue Foreign Influence, Conflicts of Interest, or Conflicts of Commitment

 Resources:
Memorandum for Under Secretary of Defense for Acquisition and Sustainment – Actions for the Protection of Intellectual Property, Controlled Information, Key Personnel and Critical Technologies

DARPA Countering Foreign Influence Program (CFIP) Frequently Asked Questions (FAQ)

Who Must Report:

 

PI and senior/key personnel, including sub-awardees, must report current and pending support and participation in foreign government-sponsored talent recruitment programs.

 

What to Report:

 

DOE requires full disclosure of current and pending support from domestic and non-domestic sources.

Unlike NSF and NIH, DOE requires research gifts, with or without terms and conditions, to be included on Current and Pending Support. DOE also requires the use of the Current and Pending Support format approved by NSF.

 

Please note that specific requirements for other DOE Offices may differ.

 

Foreign Government Talent Recruitment Programs

 

Department of Energy Directive O 486.1A restricts Department of Energy Employees and Contractor Employees from participation in Other Foreign Government Sponsored or Affiliated activities of a Foreign Country of Risk. Disclosures of pending and current participation is required and exemptions for participation may be granted.

 

Resources:
FAL Department of Energy Current and Pending Support Disclosure Requirements for Financial Assistance

Who Must Report:

 

PIs and Co-PIs must provide all ongoing and pending projects and proposals (regardless of salary support) in which they are performing or will perform any part of the work. Co-Investigators (Co-Is) proposing to spend 10% or more of their time to the proposed effort must provide a list of ongoing and pending projects and proposals (regardless of salary support) that require a significant share (more than 10%) of their time. Proposals do not need to include the current proposal on the list of pending proposals unless submitted to another funding opportunity (NASA or another sponsor).

 

What to Report:

 

NASA requires full disclosure of current and pending support from domestic and non-domestic sources with the following information:

  • Title of funded project or proposal title
  • Name of PI on award or proposal
  • Program name (if appropriate) and sponsoring agency or organization, including a point of contact with their telephone number and email address
  • Performance period
  • Total amount received by that investigator (including indirect costs) or the amount per year if uniform (e.g., $50 k/year)
  • Time commitment by the investigator for each year of the period of performance.

 

The proposing PI must notify the NASA Program Officer immediately of any successful proposals that are awarded for substantially the same research/scope of work as proposed to NASA, any time after the proposal due date and until the announcement of NASA’s selections.

 

Current and pending support is not required for Co-Is at non-U.S. institutions. Current and pending support is usually not required for students. It may be requested, depending on the specifics of the Notice of Funding Opportunity (NOFO).

 

Prohibition on Bilateral Activity with China

 

NASA also maintains restrictions on bilateral participation, collaboration, or coordination with China or any Chinese-owned company or entity. Chinese government or Chinese companies means the People’s Republic of China (PRC), any company owned by the PRC, or any company incorporated under the laws of the PRC. Chinese universities and other similar institutions are incorporated under the laws of the PRC and, therefore, the funding restrictions apply to grants and cooperative agreements that include bilateral participation, collaboration, or coordination with Chinese universities. The restriction applies to individuals, including graduate students, post-doctoral fellows, or other investigators that are affiliated with an institution of the Chinese state. The prohibition applies to an affiliation with an institution of the Chinese state, rather than the individual’s nationality.

 

Resources:

NASA Guidebook for Proposers Responding to a NASA Notice of Funding Opportunity

Bilateral Activity with China FAQ

NIH Pre-award and Post-award Disclosures Table

Not sure whether a particular activity should be reported in the biosketch, other support, or annual project reports? Review the NIH Pre-award and Post-award Disclosures Relating to the Biographical Sketch and Other Support and the NIH Other Support & Foreign Components FAQs.

 

**The NIH Table states that “Consulting that falls outside of an individual’s appointment; separate from institution’s agreement” must be disclosed.  The NIH FAQ states that “Consulting activities that involve research and fall outside of an individual’s appointment, separate from institution’s agreement, must be disclosed as Other Support.”  It is recommended that individuals following the broader scope of disclosure noted in the Table.

 

Updated Requirements for Recipients (NOT-OD-21-073), Effective January 25, 2022:

NIH requires the following:

 

  • Supporting documentation, which includes copies of contracts/agreements specific to senior/key-personnel foreign appointments and/or employment with a foreign institution for all foreign activities and resources that are reported in Other Support. If the contracts/agreements are not in English, recipients must provide translated copies.
  • Immediate notification of undisclosed Other Support. When a recipient organization discovers that a PI, or other Senior/Key personnel, on an active NIH grant failed to disclose Other Support information outside of Just-in-Time or the RPPR, as applicable, the recipient must submit updated Other Support to the Grants Specialist named in the Notice of Award as soon as it becomes known by a Singing Official for the institution.

 

Additional information on Other Support can be found in the Grants Policy Statement.

https://grants.nih.gov/grants/forms/othersupport.htm

 

Definition of Other Support:

 

Other Support includes all resources made available to a researcher in support of and/or related to all their research endeavors, regardless of whether they have monetary value and regardless of whether they are based at the institution the researcher identifies for the current grant.

 

Who Must Report:

 

  • All individuals designated in an application as senior/key personnel, except
  • Program Directors, training faculty, and other individuals involved in the oversight of training grants
  • Individuals categorized as Other Significant Contributors
  • All senior/key personnel, excluding consultants, in progress reports when there has been a change in active other support, except
  • Program Directors, training faculty, and other individuals involved in the oversight of training grants

 

What to Report:

 

  • Resources and/or financial support from all foreign and domestic entities that are available to

the researcher. This includes but is not limited to financial support for laboratory personnel, and provision of high-value materials that are not freely available (e.g., biologics, chemical, model systems, technology, etc.). Institutional resources, such as core facilities or shared equipment that are made broadly available should not be included in Other Support but rather listed under Facilities and Other Resources.

  • Consulting agreements, when the consulting activities fall outside the PI’s or other senior/key personnel’s University appointment.
  • In-kind contributions, such as:
  • Office/laboratory space
  • Equipment
  • Supplies
  • Employees or students supported by an outside source

If the time commitment or dollar value of the in-kind contribution is not readily ascertainable, the recipient must provide reasonable estimates.

 

  • Other support does not include training awards, prizes, or gifts. Gifts are resources provided

where there is no expectation of anything (e.g., time, services, specific research activities,

money, etc.) in return. An item or service given with the expectation of an associated time

commitment is not a gift and is instead an in-kind contribution and must be reported as such.

 

What to Include as Supporting Documentation with your Other Support Disclosure:

 

  • Appointment letters or employment agreements with non-domestic entities.
  • If you are included on grants/contracts that are received by the non-domestic entity you have an appointment with, these grants/contracts need to be provided.
  • Agreements from non-domestic entities for resources such as:
  • Lab space
  • Access to personnel
  • Equipment
  • Any in-kind resources

 

Resources:
NIH Pre-and Post-Award Disclosures

NIH Other Support
NIH Protecting U.S. Biomedical Intellectual Innovation
Implementation of Changes to the Biographical Sketch and Other Support Format Page
NIH Upcoming changes to the Biographical Sketch and Other Support Format Page

Reminders of NIH Policies on Other Support and on Policies related to Financial Conflicts of Interest and Foreign Components

NSF Pre-award and Post-award Disclosures Relating to the Biographical Sketch and Current and Pending Support

 

Not sure whether a particular activity should be reported in the biosketch, other support, or annual project reports? Review the NSF Pre-award and Post-award Disclosures Relating to the Biographical Sketch and Current and Pending Support.

 

Definition of Current and Pending Support:

 

Information must be provided about all current and pending support, including this project, for ongoing projects, and for any proposals currently under consideration from any source, irrespective of whether such support is provided through the proposing organization or is provided directly to the individual.

 

Who Must Report:

 

Individuals designated as senior personnel on the proposal.

 

What to Report:

All projects and activities, current or proposed, that require a time commitment from the individual must be reported, even if the support received is only in-kind (such as office/laboratory space, equipment, supplies, employees, students). The total award amount for the entire award period covered (including indirect costs) must be provided, as well as the number of person-months (or partial person-months) per year to be devoted to the project by the senior personnel involved.

 

  • Current and pending support includes:
  • All resources made available to an individual in support of and/or related to all of

his/her research efforts, regardless of whether they have monetary value.

  • In-kind contributions, such as:
  • Office/laboratory space
  • Equipment
  • Supplies
  • Employees
  • Students

 

In-kind contributions not intended for use on the project/proposal being proposed also must be reported.

 

Resources:
FAQs related to Current and Pending Support
NSF Chart on Pre-Award and Post-Award Disclosures Relating to the Biographical Sketch and Current and Pending Support