Internal Grant Program
Also, you may use this Internal Grant Budget Worksheet to create the budget for your internal grant application which can be merged with the main text of your internal grant proposal and uploaded into the Portal as instructed.
Frequently Asked Questions about the Internal Grants Program may provide answers to any questions you might have. If your questions are not addressed via the FAQs, please contact us directly at email@example.com or contact Dr. Kelly Stout, 404-413-5475.
|Type of Grant||Status/Deadline||Description|
|Research initiation grant||Opening October 19, 2015||Faculty research activities.|
|Scholarly support grant||Opening October 19, 2015||Scholarly projects resulting in significant/prestigious product|
|Conference grants||Accepting applications for FY2016 conferences only thru October 31, 2015||Conferences hosted by Georgia State on campus. NOTE: applications no longer accepted on a rolling deadline. Deadline for conferences between July 1, 2015 and June 30, 2016 is October 31, 2015.|
|Dissertation grant program||Opening September 11, 2015||Dissertation research by Georgia State graduate students|
|CDC/Georgia State Seed award program||Closed until summer 2016||Seed funding for social and behavioral collaborative research between CDC and Georgia State investigators|
Notification of Award:
- The Notification of Award (NOA) is sent initially via email to the awardee and whomever they designate to assist them (identified on their application) are both copied on the notification.
- The NOA will specify the next steps to be taken by the awardee and whomever they designate to assist them.
After Notification of Award and Prior to Start Date of Award:
- Compliance requirements: The awardee is responsible for submitting all compliance protocol applications and obtaining official approval before they will be given access to their internal grant funds. Specifically, compliance approvals must be obtained for use of human subjects (IRB), animal subjects (IACUC), bio-hazardous and/or hazardous materials, including radiation (IBC or Biosafety) in these projects. Compliance approvals can take up to 8-weeks, therefore awardees should submit their protocol applications to the appropriate office as soon after receiving the NOA as possible. The awardee must send a copy of their official compliance approval letter to URSA (firstname.lastname@example.org) as soon as it is received before their internal grant funds will be released. Awardees should also note that certain online training is required along with the application for compliance approvals (e.g. CITI IRB, IACUC, etc.).
Managing Award and Award Budget:
- URSA responsibility: All internal grant funds will be set up in an URSA account and will be monitored by URSA. URSA reserves the right to re-allocate funds within any internal grant budget to cover budget deficits that might occur. The PI and whomever they designate to assist them will be alerted about any re-allocations done for these purposes.
- PI responsibility: All award activity is the responsibility of the PI and whomever they designate to assist them.
- Revising your budget during initial 30 days: Internal grant accounts are set up with budget allocations based on the budgets that PIs provide in their approved proposals. Any changes to the initial budget allocations should be requested by the PI within the first 30 days of the award. These changes should be sent to email@example.com using the format sample below:
Move $XXX from PLM000 to PLG000
Move $XXXX from NSP000 to NTR000
Budget reallocations between personnel and non-personnel budget lines will only be permitted during this initial 30-day period. After this any reallocations between personnel and non-personnel lines will require written justification and approval from our office.
- Requesting re-budgets after initial 30 days: The PI must send re-budget requests via email sent to firstname.lastname@example.org indicating how much money to move from budget line X to budget line Y. If requesting a re-budget of more than 25% of the total budget, a written justification and approval from our office will be required. If requesting to move funds between personnel and non-personnel budget lines after the initial 30 days, a written justification and approval from our office will be required. NOTE: these requests do not have to be routed through the department o college like for some sponsored awards.
- No re-budgeting requests will be accepted on internal grant awards during final 30 days of award (month of June)
- Ordering, paying invoices, paying personnel: All paperwork for paying invoices, obtaining reimbursements for travel, paying consultants, etc., from internal grant funds will be submitted into PantherMart using workflow routing 214400000 by the PI or whomever they designate to assist them. When selecting the routing type in PantherMart the end user will need to select "department" not "project" as the routing type. From there the end user will be able to select workflow 214400000. The final approver of these will be the Associate Director for Special Research Initiatives in URSA. NOTE: If departmental designee for managing the award accounting changes at any time during the award period, our office should be notified immediately (email@example.com) and paperwork submitted by the department to have the workflow changed to indicate the new departmental designee in PantherMart.
- P-Cards charges: The PI or whomever they designate to assist them are responsible for tracking all P-card charges they submit to internal grant accounts. Due to several overcharges on internal grants and budget errors due to P-card charges, we prefer that P-card charges not be allocated to internal grant accounts to avoid inadvertent over-charging; however, if P-card charges are made, they should not be done after May 31st.
- Personnel payments: Since personnel salary and GRA stipend payments do not go through PantherMart, these do not need to be approved by URSA using the 214400000 workflow as do other expenses. Neither do Prior Period Adjustments of salary. If at any time personnel charges (stipends, salaries, etc.) are incorrectly charged on an internal grant, the PI is responsible for making sure this is corrected through their department to ensure funds are there for the proposed charges.
- No budget deficits allowed: Internal grant budgets are set up so that the award budgets cannot be overcharged. Attempts to overcharge will result in budget error notifications. This should alert you to the fact that there are insufficient funds for that charge to the budget. Any charges to an internal grant account that exceed the total internal grant budget will have to be covered by another account from the PI or their department.
Also, if a charge is made to a budget category within the internal grant budget that exceeds the amount allocated to that category, our office will need to reallocate funds from another budget category to cover the amount exceeded (e.g. if there is $500 in the Supply budget line and a charge of $750 goes to that line, funds will be re-allocated from another budget line to cover the additional $250 charge).
- Expenditure reviews are the responsibility of the PI and his/her designated assistant. It is recommended that expenditure reviews on internal grant accounts be conducted monthly and any issues be addressed immediately, including journal entries. To review expenditures on an internal grant account follow these instructions:
Log in to Spectrum
Choose commitment Control from the Menu
Review Budget Activities – Budget Overview
Enter your inquiry name
Type of Calendar: Detail Budget Period from 2016 to 2016
Budget Status: Open
Project: ENTER ACCOUNT NUMBER HERE
Then “Search” to get updated budget activity. NOTE that P-card charges and other activity that has occurred within 2-4 weeks prior may not have posted.
- Sub-awards are not allowed on Research Initiation or Scholarly Support internal grants. If an internal grant requires paying for expertise or services from outside persons or organizations, they should invoice GSU and be paid as “consultants” or “vendors.”
Reports for internal grants:
- 6-month progress reports: Each December, six months after the start of the internal grant project, you will be required to submit a very brief progress report. A template will be emailed to the PI with instructions for completing and returning this report.
- Financial progress reports in April: Each April prior to the end of the award, awardees will provided a drill down report showing what charges have been posted to their accounts. Any awardees that have more than 33% (one third) of their total award funds remaining will need to provide written plans to expend the funds within the limited time remaining on the award budget period. This will be the best time for PIs to request any re-budgets to meet the final expenditures for their project.
- Final reports: Final reports for internal grants are due 90 days after the project period end date (June 30th). PIs will be provided a template and instructions at the beginning of July after the end of their grant and will be reminded periodically until the 90-day period is up. PIs who fail to complete and submit a final report will not be considered for any future internal grant awards.
- All funds expended or encumbered by May 31st: All award funds should be expended or encumbered by May 31st. The only exception will be personnel funds specifically designated for May and June payments. That means all supply charges should be invoiced and processed for payment and travel funds for May and June should be encumbered using the Travel Authorization form prior to May 31st. Any other funds not expended or encumbered by this date may be swept from the account.
- Award close-out: All accounts will be inactivated after June 30th. Only funds for June personnel payments or funds already encumbered for June expenses will be available after this date.