Managing Your Sponsored Project

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  • 1. Sponsored Project Administration Pre and Post Award Jackie Bendall, Director 4-7991 Office of Research Training & Compliance January 2009

2. Acronyms

  • FAR (Federal Acquisition Regulation)
  • OMB (Office of Management & Budget)
  • NGA (Notice of Grant Award)
  • RFP (Request for Proposal)
  • RFA (Request for Application)
  • FO (Funding Opportunity)
  • CIS (Change inStatus)
  • CFA (Center Finance Administrator)
  • BPR (Budget Performance Report)
  • MTDC (Modified Total Direct Cost)
  • TDC (Total Direct Cost)
  • FAC (Facilities & Administrative Cost)
  • GCRC (General Clinical Research Center)
  • For complete list of commonly used acronyms, please see

3. What constitutes Sponsored Research at GW?

  • If one or more of the following criteria exist within a grants or contract proposal, it must be processed through the OCRO:
  • The award requires a line-item financial report to the grantor/sponsor at any time during the life of the project.
  • The award has a cost-sharing component (University, school, or department matching funds).
  • The award is one of several to a project for which there is a project-wide financial reporting requirement (i.e., any of the granting/sponsoring entities require a financial report for the entire project).
  • The grantor/sponsor controls the scope of the project and/or requires scientific or technical reporting of specific milestones as a condition of the grant/award.
  • The award includes funds that will be re-granted or subcontracted by the University to non-GW entities.
  • The award includes indirect costs recoveries.

4. What constitutes Sponsored Research at GW, cont.

  • The award involves an Intergovernmental Personnel Act (IPA) agreement that places GW personnel on assignment to a Federal agency.
  • The grantor/sponsor states in its award letter that it maintains the right to perform a detailed financial audit of the award expenditures.
  • The proposal indicates a conflict of interest;
  • The proposal contains the use of animals, human subjects, or hazardous agents requiring the review of OHRCTT;
  • There are conditional obligations of the funding indicated in the award document or solicitation (e.g., time and effort, space, budget restrictions, return of unusedfunds, contingent payments, employment requirements);
  • The award or solicitation contains intellectual property provisions, indemnification, hold harmless, provisions containing restrictions on publication of research results and other contractual provisions that place risk on the University.

5. Proposal Search Mechanisms

  • Community of Science
    • GW subscribes to this service.
  • http://
  • The Illinois Researcher Information System (IRIS)
  • http:// /iris/
  • The Foundation Center
    • located right here in DC
  • http:// /


  • doc_open_checked&dates =7&mode=Search
  • Federal Business Opportunities
  • http:// /

For direct assistance in solicitation searches, please contact Laura Walker, Information Specialist in OCRO at 4-9136 or email at[email_address] . 7. Pilot Project with Cayuse

  • Web Based
  • Streamlined Proposal Submission
  • Electronic Routing
  • Limited Reporting
  • Error Checks
  • Supports Most submissions
  • Pilot ends February 2009
  • Contact May Watling to be set-up (4-7990)

8. Responding to Solicitations/Funding Opportunities

  • Know the difference between an RFA , RFQ , RFP
  • Always contact your RSC if you receive an RFP
  • RFPs from federal sources result in contracts (not grants or cooperative agreements).
  • Contracts result generally from a competitive selection process and are subject to Procurement regulations of the FAR.
  • Always notify your RSC in advance if you know the solicitation or funding opportunity you are responding to.
  • RFPs contain representations and certifications that must be completed at proposal submission.
  • RFPs may contain preparation of small business and small disadvantaged business subcontracting plans for any anticipated award over $500K

9. Elements of a Proposal

  • Statement of Work (must in detail explain the scope of the project, including detailed scope of proposed collaborators/consultants.
  • Budget
  • Budget Justification
  • Resources (if necessary)
  • CVs/Bios/Publications
  • Reps and Certs (if necessary)
  • Subrecipients budget/sow/budget justification/letter of intent

10. Letter of Intent

  • A Letter of Intent (LOI) expresses the intention to submit a proposal in response to a particular program announcement or request for proposals.
  • LOIs are generally solicited by the sponsor in conjunction with an announcement that is expected to generate widespread interest.
  • If the LOI contains budget estimates or representations, it should be reviewed and approved by the appropriate RSC prior to submission. The Managing Director of Research Support and Analysis will sign the letter as an indication of the institutions concurrence with the planned submission.

11. OMB Circular A-21 Cost Principles

  • Read GWs policy on Direct Charging of Administrative Costs (very important)
  • Understand what costs are unallowable on FEDERAL awards in accordance with OMB Circular A-21 at
  • Understand the exceptional circumstances rule of thumb for charging administrative costs.

12. Accounts typically not charged to federally sponsored projects

  • Advertising - 55151
  • Bad Debt Expense - 53911
  • Entertainment - 52611
  • Fines, Fees, and Penalties - 52442
  • GW Advertising - 59523
  • Lobbying - 52616
  • Metro Area Alumni Activities - 52722
  • Prizes and Awards 57121
  • Publicity & Promotion 55152
  • MISC Expense 52691
  • Office Supplies 54111
  • Postage/Express Mail- Non-GW 53411
  • Telephone Direct 53311
  • Misc Supplies - 54541

13. Exceptional Circumstances

  • - Large complex programs such as Clinical Research Centers, primate centers and program projects that entail managing teams of investigators from a number of departments and institutions.
  • - Projects which involve substantial data accumulation, analysis, entry, surveying, cataloging, etc., such as epidemiological studies, multi-center clinical trials.
  • - Projects involving extensive travel or meeting arrangements for a large group of participants.
  • - Projects whose exclusive purpose is for the preparation of manuals/books, large reports outside the normal technical reports.

14. Budget Planning

  • Personnel (expressed in % of total GW effort) include anticipated salary increases if multi-year. (Jan 1 admin and research staff and Med Ctr. Staff, and July 1 for MC Faculty and Jan 1 for University Faculty, not the anniversary of the project award).
  • Fringe Benefits
  • Supplies
  • Travel (Foreign/Domestic)
  • Equipment
  • Subawards
  • Independent Contractors/Consultants
  • Space/Rental
  • MTDC/TDC (remember exclusion criteria for MTDC)

15. Fringe Benefits

  • Fringe benefits are charged as the University provides a percentage of salaries for all regular full-time employees and certain part-time employees to cover such benefits as retirement, health care, and tuition benefits. The funds generated are pooled and eligible employees may draw from them to the extent appropriate to the terms of their employment. There is a separate rate for temporary hourly wage employees who work 700 hours or less per year. Fringe benefit rates are determined annually; consult the Office of the Chief Research Officer or its Web site ( http:// ) for current rate information.

16. Budget Terms cont.

  • MTDC = Modified Total Direct Costs
  • The base to which indirect costs rates are applied. Modified Total Direct Costs consist of "salaries and wages, fringe benefits, materials and supplies, services, travel, and subgrants and subcontracts up to the first $25,000 of each subgrant or subcontract (regardless of the period covered by the subgrant or subcontract