The following questions and answers are broad and very general in nature. They represent common questions we receive and the most common answers. They are meant as a guideline only and should not be taken to apply stringently to every grant. If you believe your grant may be an exception please call us and we will be happy to help you
Do all grants and contracts that are restricted go through Sponsored Projects Services?
Yes. All current funds expendable for operating purposes, but restricted by donors or other outside agencies as to the specified purpose for which they may be expended must go through the Sponsored Projects Services office.
Can Sponsored Projects Services extend my grant completion date?
No. All negotiations to extend a grant's ending date must go through the Office of Grant and Contract Services first; with the exception of student financial aid funding. If and when an extension is granted Grant and Contract Services will notify us and we will make the change on the Advantage system.
Can Sponsored Projects Services increase my budget?
Depends. All negotiations to increase or change a grant's budget on National Science Foundation, DHHS, Department of Energy and other projects that require prior approval through the agency must go through the Office of Grant and Contract Services first. If and when an increase or change is granted Grant and Contract Services will notify us and we will make the change on the Advantage system.
Can Sponsored Projects Services change my budget?
The requirements provided by the agency at the the time of the award are noted in the Notice of Grant or Contract Award. The extent to which a Principal Investigator can authorize expenditures that differ from those set forth in the agency-approved scope of work and budget varies with the agency. In some cases, any deviation from the approved scope of work and budget requires prior agency approval. Therefore, it is essential that the Principal Investigator and department representative thoroughly understand the terms of each specific contract or grant BEFORE processing any transactions that deviate from the originally approved budget. Whenever there is any doubt, the Principal Investigator or department representative should refer to sponsor regulations and contact the office of Sponsored Projects Services or the office of Grant and Contract Services for assistance. If a budget modification is needed the Principal Investigator contacts the office of Grant and Contract Services and coordinates any budget changes. For more information on this subject visit Rebudgeting under our Project Management page.
What is the difference between Sponsored Projects Services and the Office of Grant and Contract Services?
The Office of Grant and Contract Services assists departments in obtaining grant funding, grant extensions, funding increases or extensions, and budgeting. Sponsored Projects Services comes in after the funding has been obtained and assists the Principal Investigator by doing invoicing, purchase approvals, financial reports, maintaining appropriate Advantage tables, and helping the PI maintain the grant within accepted accounting standards and the financial standards of the grant. For more information on this subject visit our Project Management-Responsibilities page.
What are Effort Distribution Reports and why do we do them?
For information on this subject visit our Effort Distribution Reports page.
Can grant funds be expended out of the foundation?
No. All grants, gifts, and contracts should be processed through Grant and Contract Services and Sponsored Projects Services. This ensures proper administration of funds.
How do I bill for funds, do expenditure billing, send in financial reports, etc.?
Financial reports and billings are one of the main responsibilities of Sponsored Projects Services. The PI should not present any bills to a funding agency. All financial reports and invoices must come from Sponsored Projects Services.
What should I do if I receive payment from a sponsoring agency?
All agencies making sponsored program awards are requested to transmit funds directly to the office of Sponsored Projects Services. Occasionally, checks are erroneously addressed to the Principal Investigator or respective departments. These checks should be forwarded immediately to SPS for deposit. The check must be accompanied by a memo indicating the funding agency, the check number, the sponsored project account number (if established), project title, and Principal Investigator's name. Deposits to sponsored project accounts may not be made by the Principal Investigator or their respective department.
Why do I keep getting financial reports and what do I do if they keep coming when my grant is ended?
The financial reports you receive are for your information. They can help you stay abreast of where your grant is financially. If you need help understanding the reports please call our office and we will be happy to assist you.
If you continue receiving reports after your grant is over please contact us. Let us know what reports you are receiving and we will arrange for them to be terminated.