Grants Management

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Emory College Policies, Procedures, and Memos

• Academic Year Salary Recovery Policy (PDF) NEW
• Clarification on NIH Faculty Salary Cap
• Conflict of Interest and Commitment Policy (PDF) NEW
• Cost Share Policy
• Direct Cost Exception Rebudgeting Request
• Expedited Course Release Policy (PDF) NEW
• Most Recent NIH Salary Cap Level
• PI Eligibility Policy (PDF) NEW
• Policy for Research with Human Subjects
• Research Administrator Certification Policy (PDF)
• Research Proposal Routing Policy
• Staff Academic Year Salary Recovery Policy (PDF) NEW
• Summer Effort and Salary Recovery Policy (PDF) NEW
  
  

Cost Share Procedures for Emory College Faculty and Administrators

These guidelines pertain to situations where cost share is required for a grant.

At the proposal stage:
All cost share requests must be approved by the Dean prior to the submission of a proposal. The request should be submitted for approval at least one week before the proposal deadline. Confirmation of the Dean’s approval should be attached when the proposal is submitted to the Office of Science and Research for signatures.

If the grant is awarded:
The Office of Grants and Contracts will set up a cost share account at the time the grant account is created and will notify the departmental administrator of the account number.

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Direct Cost Exception Rebudgeting Request

Once a grant has been awarded, the principal investigator may wish to purchase items used for research purposes using grant funds. When the principal investigator purchases an item that would not normally be charged as a direct cost to the grant, a Direct Cost Exception Rebudgeting Request (PDF) must be completed. Once the form has been completed, it must be forwarded to the College Office for signature.

Examples of acceptable explanations:

1. Administrative/Clerical Salaries/Fringe

The sheer complexity of the enterprise requires administrative support in excess of what would normally be supported via indirect cost mechanism. A Computer Specialist is needed for the ABC Center. The ABC Center has provided a line item in the NSF budget for a Computer Specialist. It is the responsibility of the ABC Computer Specialist to maintain Learnlink for all Center faculty and for courses and students at the collaborating institutions. Also, the ABC Computer Specialist will develop report infrastructure for NSF data collection and establish a web database. Learnlink and ABC database management are requirements of the NSF award for the ABC Center.

2. General Purpose Equipment

The computer is needed to run an infrared spectrometer. It is currently run by an antiquated software system for Macintosh. This system is no longer made by XYZ Company and, therefore, it is necessary for the principal investigator to buy an IBM compatible computer to run the software. No wordprocessing will occur on this computer. This computer will be used exclusively on this grant.

3. Postage

Postage is necessary to send research samples via federal express to collaborators at other universities (ABC University, DEF University, and GHI University) for the successful completion of this project.

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Research Proposal Routing Policy

This is a draft version. Last revised November 22, 2005.

Faculty members can speed the signature process by securing required prior approvals and involving Emory College Grants Management (ECGM) in the proposal as early as possible.

All formal proposals from Emory College faculty involving research support from external sponsors (including applications to foundations or agencies that award fellowships or other funding directly to the faculty member) must be reviewed and approved on behalf of the Dean of Emory College by the College Office.  Routing the proposal and securing the appropriate College and University signatures assures the sponsor that the appropriate University personnel are aware of the project and will provide institutional support.

Funding organizations include all federal, state, county, and local government agencies; foundations; nonprofit organizations; private and public corporations; and private groups and individuals that make grant awards to universities, contract with universities, or otherwise enter into agreements with universities to provide funds and/or materials to support specific projects for the performance of a specific scope of work.

The Dean of Emory College has asked that the College Office also process teaching- and research-related applications to University entities such as the UTF, CTC, and URC. 

All proposals must be submitted for College Office review to Emory College Grants Management (ECGM) in 214 Candler Library.  Once signed in ECGM, the proposal must be routed to the Office of Sponsored Programs (OSP) in the North Decatur Building.  OSP requires that the proposal be delivered to them 72 hours prior to agency postmark deadline (or 96 hours prior to agency receipt deadline), so ECGM requests an additional 48 hours, minimum, to review proposals. More complicated cases may require 72 hours to process.  (See below.)

Proposals must include (1) an Emory University Sponsored Program Approval Form (SPAF), (2) the Emory College Grant Information Sheet, (3) the Expedited Course Release Form (if applicable), (4) a copy of the sponsor’s guidelines or the URL for these guidelines, (5) all completed forms and documents required by the sponsor, and (6) a budget and budget justification for all years of the project.  In order to ensure compliance with federally mandated Cost Accounting Standards, the University requires a detailed proposal budget with all submitted proposals, even when the funding agency does not require the same level of detail. Please note that only the science portion of the proposal may be in draft form.  OSP will not sign incomplete proposals with missing or pending information, so ECGM can not forward proposals to OSP until they are complete.

Unrestricted gifts are a rare exception to this process and are routed through the Office of Development and University Relations (DUR).  To determine which routing applies, see http://www.osp.emory.edu/share/policies/osp_ia_procedure.pdf.  (For further guidance on whether to route through OSP or DUR, contact ECGM.)

After approval, ECGM will contact the person indicated on the SPAF for proposal pick up and routing to OSP.  This routing is the ultimate responsibility of the PI or designated contact person, but when timely submission of the proposal by the PI allows, ECGM may have work study students available to make deliveries to OSP upon request.  OSP will not review or approve a College proposal without formal prior approval by the College Office.

Multi-department, multi-school, or multi-institutional projects can be cumbersome to process because of the requirement for parallel approvals.  Therefore, faculty members engaged in such projects should contact ECGM well in advance of deadlines to avoid potential routing delays.

If no problems with commitments or budgets arise, ECGM will strive to sign grant proposals within 48 hours of receipt; however, we allow a 72 hour maximum turn around time for more complicated cases.  Approval will be delayed for proposals that (1) include matching money or space commitments by the College and/or Graduate School but do not provide formal evidence of prior approval of these commitments, (2) include non-standard course release (please refer to the Expedited Course Release Check List), (3) request a reduction or waiver of the normally applicable indirect costs, (4) involve curriculum development but have not been previously reviewed by the Office of Undergraduate Education, and (5) are submitted by faculty members for whom an up-to-date Emory University Conflict of Interest Disclosure Form is not on file with the College Office. 

All College faculty members participating in sponsored research are required to have an active Emory University Conflict of Interest Disclosure Form on file with the College Office. These forms must be updated at least annually.

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