Sponsored
Programs
Sponsored Program Services (SPS) is responsible for fiscal negotiations, fiscal
control, and fiscal reporting for all sponsored programs for
Proposal Process
Generally, 10 working days are necessary for routing a
proposal through the proper University channels. As soon as you are aware that
you will be processing a proposal, please contact the appropriate account
manager in the Business Office and supply any guidelines, announcements, or
correspondence you might have. Your account manager will assist you with
preparation of budget documentation for your proposal. A standard internal
budget form that will be prepared by the Business Office according to your
instructions must accompany all proposals. There are many important rules
associated with the budgeting of sponsored projects. You should contact your
account manager well in advance of your first proposal submission so that
he/she may acquaint you with these rules and regulations. If
you are showing cost sharing or if the sponsor requires it, please discuss with
the department head well in advance. Once the technical and budget
information is complete, please bring a completed Transmittal Checksheet, http://www.adpc.purdue.edu/cgi-bin/serve_pdf?pdf_file=/home/www/bssps/HTML/PDFfiles/TCSheet.pdf
a copy of internal work papers, and the entire proposal to the Business Office
for a final review. Be sure to make all necessary copies for Business Office,
Sponsored Programs, and Sponsor. The Account Manager will review and forward
for Department Head signature and Dean’s office signature. The proposal packet
is then delivered to Sponsored Programs Services (SPS) for their review and
signature. SPS will provide authorization for compliance with University
regulations. It is recommended that at least one week be given before the due
date for review and signatures. Please keep the Business Office informed about
any information and problems concerning the proposal. An account will be
established by SPS once the funding has been awarded. At that time, you will
receive a Notice of Award, which will establish the account number and budget
for the project. The Business Office will assist you with monthly projections
for your accounts as necessary.
Many proposals are now
being submitted to the agency electronically. NSF Fastlane
is the primary example. Please contact the Business Office for more
information.
For additional
information concerning proposal processing, all new faculty members may attend
a half-day workshop conducted by SPS each fall. This workshop covers such
topics as identification of funding opportunities, proposal
preparation/submission/negotiation and award management. A mailer will be sent
to you regarding this workshop.
Equipment
Any equipment purchased on sponsored program funds
must provide benefit to the project; therefore all equipment must be received
before the project expires. The purchase of equipment on sponsored projects
must be included in the budget or appropriate sponsor approval obtained prior
to purchase. Please see the website on prior approval at http://www.purdue.edu/sps/accountmgmt/priorapproval/index.html
the equipment you wish to purchase was not a line item in your approved budget.
Fabricated
Equipment
Because Facilities and Administrative cost (F&A) is not charged against
equipment purchases, it is important to accurately budget anticipated equipment
purchases and to realize the budget ramifications if this equipment is actually
fabricated. If you are fabricating this equipment yourself, the individual
items will be classified as supplies and will be charged the appropriate
F&A. In many situations, it may be less costly to purchase the entire piece
of equipment (with no F&A charged) rather than buy individual pieces to
fabricate (and be charged F&A).
Subcontracts
If a subcontract is needed for part of the work of a
project, F&A charged to the sponsored program account for the first $25,000
of each subcontract. A statement of work and budget are required from all
subcontractors.
Your Role as Principal Investigator
Please review your responsibilities as a principal investigator for your
sponsored projects subject to the Cost Accounting Standards imposed by the
Office of Management and Budget. Information is available at http://www.purdue.edu/costing/BPM/CAS_Guidelines/costindx.htm.
Types of
Sponsored Support
There are three types of support recognized by the University:
Contract Support
The sponsor classifies funding as contract support if there is an expectation
of economic benefit.
Government Agencies: Charged full F&A
Non-government agencies: Awards less than or equal to$10,000 are charged no
F&A. Full F&A is charged to all awards over $10,000.
Voluntary Support
Administered by SPS
Funding from industry is classified as voluntary support if it is to be used to
support a specific person or area, no proposal was written, and there is no
expectation of economic benefit. The funding cannot be flow-down from the
government. If a check is received directly, please bring to the Business
Office to be deposited. Voluntary Support funding is charged no F&A, unless
received from a non-profit entity with an established rate.
Voluntary Support
Administered by the Department
These funds are given as unrestricted to the
department and are administered by the department. There is no F&A
associated with these funds.
Important note: If a gift
or a loan of equipment is received, please notify the Business Office for
proper acknowledgment of the donor. Any documents pertaining to the equipment
(agreement, tax forms, etc.) should be routed to the Business Office. Please do
not sign any of these documents yourself.
AIMS
You may access financial information for all of your
sponsored program accounts by using the web-based AIMS application. Go to the
web address: http://www.purdue.edu/aims/.
You may obtain your passwords from your account manager or by referencing your
copy of the Notice of Award. Your password is the award number. Please be
advised that AIMS goes down for 3-4 days at the beginning of each month for
data refresh. In order to be notified when the system is unavailable and to
find out important changes, etc. to the system, you should subscribe to the
AIMS listserver. Directions for subscribing can be
found on the AIMS website by clicking on the server news link.
Please remember that AIMS
is only designed for sponsored research accounts. Should you need available
balance or other information on any of your other accounts, please contact your
account manager.
Faculty and
Administration Costa (F&A)
The University has
established the following research, instruction, and other sponsored programs
F&A cost rates. These F&A rates are applicable to all governmental
support and non-governmental support over $10,000. For current rates, see http://www.purdue.edu/sps/accountmgmt/f&ahome.html