When is the Office for Research and Sponsored Programs
(ORSP) open?
Office hours are from 8:30am to 4:30pm for delivery or pick-up of
materials. Appointments must be scheduled for proposal sign-off. (The office
may be closed on rare occasions.)
Who signs for the University as the Authorized
Representative?
As of October 1st, 2006, Dr. Michael J. Pazzani, Vice President for
Research and Graduate and Professional Education and Sheryl N. Goldberg,
Director, Office of Research and Sponsored Programs have signing
authority (Board of Governors Resolution ) for awards, grants and contracts. All Grant Specialists have
signing authority on proposals.
Do I need to make an appointment to obtain signatures on a document?
An appointment with your Grant Specialist (732-932-0150) is
required for
immediate proposal sign off. Agreements and contracts require review and
generally cannot be signed immediately.
How can I locate funding sources?
The ORSP website includes links to resources to help identify grant
opportunities. Some searchable database services, (
SPIN), are
available to Rutgers faculty and staff free of charge.
Where do I obtain grant forms?
Most agencies have application forms on their web sites. You can
also find forms under the “Forms"
With the implementation of electronic submissions it’s wise to
search funding opportunities within
Grants.gov for the correct set of
application forms.
Where can I get a copy of the University’s Standard
Research Agreement?
Please contact your Grant Specialist for a copy of the University’s
Standard Research Agreement pertaining to your specific proposal.
How many copies of a grant application need to be
submitted?
Follow the agency guidelines as published in the application packet
and/or specific program announcement. The PI is responsible for compiling,
copying and mailing the application to the sponsor.
Who can help me with budget information?
Your Department Administrator/Business Manager should be able to assist. ORSP
highly recommends the use of the Rutgers University Budget Templates
(Excel Spreadsheet) to help you build your budget. Use of ORSP templates speeds up
the internal review process within ORSP.
What are the Rutgers University Facilities & Administration (formerly indirect
cost) rates?
Our Rutgers University F&A rates are posted on the ORSP website. Additionally,
Dr. Michael J. Pazzani, Vice President for Research and Graduate and
Professional Education has clarified the university’s policy regarding Tuition
and Facilities and Administrative Costs in Proposal Budgets, in his letter dated
September 8th, 2006. The full context of the letter may be viewed on the ORSP
website on the Policies page beneath the heading "Other Policies".
What are the current fringe benefits rates?
The current fringe benefits rates and their calculations are on the ORSP
website.
How can I obtain an account number to start expenditures on my grant?
DGCA will establish an account number once they receive a complete endorsement
package and executed award document. ORSP transmits the award data upon receipt
of the award and a full application package including the endorsement, budget,
compliance approvals and copy of the full proposal.
In some cases the IPAS system allows for an account to be
opened prior to receipt of an executed award. Contact your
DGCA representative
should you need to explore this option.
If I submit a proposal in response to a RFP or RFQ, is the process the same as
it is for any other proposal?
Not necessarily, ORSP will need to have additional time to process these
proposals. RFP’s and RFQ’s pertain to a contract and contain representations and
certifications, as well as terms and conditions that need review prior to
submission.
PIs should contact their Grant Specialist as soon as they decide to respond to
any announcements and furnish her with complete copy of the RFP or RFQ. Make
certain that the full text of the RFP or RFQ accompanies the proposal which
should be submitted to ORSP at least ten days prior to the agency deadline.
Proposals
Who can help me with electronic submissions?
Please see ORSP’s Electronic Systems information page for the most up to date
information regarding assistance on campus. This page details many of the most
frequently used systems and their submission requirements.
ORSP also offers hands-on training for some electronic systems. The training
calendar can be found on the Workshops and Training page of the ORSP website.
Additionally, some tutorials can be found on the ORSP eGrants page, at:
If I submit a proposal electronically to the sponsor do I also need to route a
paper copy?
In addition to the electronic version of an application, you must route the
traditional paper proposal copy along with the fully signed Endorsement Form
through the regular approval process. If animals or human subjects are being
used as part of the project, an additional copy of the full proposal must be
submitted along with the Endorsement Form.
It is important that the paper copy clearly identify the proposal as
an" Electronic Submission”. After review and approval of the paper copy, ORSP
will approve submission of the application to the sponsor.
An individual wants to donate equipment or other tangible goods to my
department. How do I go about accepting this gift?
Please use the “Non Cash Gift Form” located in the “Forms” section of the ORSP
website.
I have a Material Transfer Agreement for some materials that I have requested
from a company. Can I sign it and send it back? If not, how do I process this?
You cannot sign the Material Transfer Agreement and return it without going
through the University transmittal process. OCLTT must review and, if necessary,
negotiate the agreement. Contact Charles Wyckoff, who manages such contracts at OCLTT, to discuss details of the transfer.
I need to request a no-cost extension on my nonfederal grant/contract, who do
I speak to?
What F&A rate should be used for an application going to a foundation?
Rutgers accepts the F&A rate offered by the sponsor as long as the rate is the
normal sponsor policy and consistently applied to all grants and contracts
awarded by that sponsor.
Dr. Michael J. Pazzani, Vice President for Research and Graduate and
Professional Education has clarified the university’s policy regarding Tuition
and Facilities and Administrative Costs in Proposal Budgets, in his letter dated
September 8th, 2006. The full context of the letter may be viewed on the ORSP
website on the Policies page beneath the heading "Other Policies".
General Post-Award
Can I rebudget on my award?
The terms and conditions of the award specify which programmatic and
budgetary changes may be made with University approval and which need sponsor
approval. In most instances the appropriate terms and conditions will be
referenced on the award document. In general many non-federal sponsors are
stricter in their adherence to approved budgets than Federal sponsors.
Contact the DGCA Accountant responsible for your particular project if you
have questions.
How can I obtain a time extension on my award?
The terms and conditions of the award specify which programmatic and budgetary
changes may be made with University approval and which need sponsor approval.
Changes that require sponsor approval require institutional concurrence. Contact
the DGCA Accountant responsible for your project.
Where should grant/contract payments be sent?
Grant and contract payments should be sent payable to “Rutgers, The State
University” and addressed to:
Rutgers University
Division of Grant & Contract Accounting
3 Rutgers Plaza, ASB III
New Brunswick, NJ 08901
How do I prepare invoices for my projects?
DGCA is responsible for preparation and submission of all invoices related to
sponsored programs. PI’s or departmental staff should never submit an invoice
directly to a sponsor.
Do I have to monitor my sponsored projects?
Yes. As a Principal Investigator you are responsible for insuring that only
allowable costs related to your project are charged to the sponsored account.
Who prepares the financial reports?
The DGCA Office will prepare all invoices and financial reports in the format
and frequency required by the sponsor.
Federal Post-Award
What is the balance on my account?
Check the balance with your department Administrator or DGCA accountant.
Check the accounting ledger statement with your Department Administrator or
College/School Research Administration.
If another department within Rutgers will be spending on my grant, how do I
get their funding to them?
Contact your DGCA representative prior to the initial set-up of the account to
discuss project accounts.
How much direct money do I have to spend?
Each federal agency has different regulations regarding spending on a grant.
Therefore, it is best to contact the DGCA Accountant who is responsible for the
sponsoring agency of the grant.
When do the F&A and fringe benefits get calculated on the account?
F&A and fringe benefits are calculated once a month at month end based on
actual expenses incurred during the month.
When do the fringe benefits and F&A get deducted from my account?
Actual charges for fringe benefits and F&A are based on actual expenses
incurred during the monthly period and charged to the account once a month on
the last posting date prior to month end close.
I am leaving Rutgers University and would like to transfer my federal grant to
my new institution. How do I do this?
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