Internal Grant Program
Also, we have created an internal grant budget worksheet that you may use to calculate budget items for your internal grant. You may submit this completed worksheet as part of your PDF application document if you choose (Internal Grant Budget Worksheet).
|Federal grant submissions support||Active||Assist investigators with federal grant proposal preparations and submissions.|
|Travel or time for professional work||Active||Assist investigators who require special travel (e.g. Special archive, geographic location, data repository, etc.) or who needs to buy their time to complete a large professional project.|
|Research initiation grant||Inactive||Faculty research activities.|
|Scholarly support grant||Inactive||Scholarly projects resulting in significant/prestigious product|
|Conference grants||Active||Conferences hosted by Georgia State|
|Travel grants||Active||Travel to a sponsor agency|
|Dissertation grant program||Inactive||Dissertation research by Georgia State graduate students|
|CDC/Georgia State Seed award program||Inactive||Seed funding for social and behavioral collaborative research between CDC and Georgia State investigators|
|Cities grant||Inactive||Seed funding for collaborative research to better understand and better resolve complex challenges of cities|
|Atlanta Census Research Data Center (ACRDC) Seed Grant Program||Active||Seed funding for research projects that utilize ACRDC.|
Kelly P. Stout – firstname.lastname@example.org, 404-413-5475
Last revised: September 17, 2013
Standard Operating Procedures for management of one-year internal grant awards from URSA
(Office of the Associate Vice President for Research)
Notification of Award:
- The Notification of Award (NOA) is sent initially via email to the awardee and the Business or
Grants Manager they identified on their application is copied on the notification as well as the
- The NOA will specify the next steps to be taken by the awardee and / or their Business or
After Notification of Award and Prior to Start Date of Award:
- 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), biohazardous or hazardous materials including radiation (IBC or Biosafety) in their
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 as soon as it is
received before their internal grant funds will be released.
- Awardees will be asked to notify the internal grants contact in URSA about how they wish to
allocate any summer salary included in the award budget. Summer salary can only be allocated
to July at the start of the project and May and June at the end of the project. All or a portion of
summer salary may be allocated to any or all of these months. Additional paperwork is
required in order to manage this salary allocation within the current GSU payroll system
(Maymester/Summer additional pay request form).
- All internal grant funds will reside within and be monitored by URSA.
Beginning of Project, Spending and Progress Reports:
- All paperwork for paying invoices, obtaining reimbursements for travel, paying GRAs or
consultants, etc., from internal grant funds will be submitted into Panthermart using workflow
routing 214400000 by the Business or Grants Manager of the awardee’s department (i.e. the
individual identified as the business contact on their grant application) or any new designee.
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, URSA 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.
- All re-budgeting requests must be submitted by email to firstname.lastname@example.org at least two
weeks before the awardee needs to expend the funds under the re-budgeted terms. Re-budgets
of more than 25% of any one budget category will require official approval from URSA before
the re-budget will be completed. PIs and Business or Grants Managers will be notified once the
rebudget is completed.
- It is strongly recommended that funds allocated for a course buy-out not exceed the actual amount needed to pay a replacement instructor (usually around $3000), thereby allowing for more of the awarded funds to go towards the actual research project. Funds allocated for a course buy-out are typically allocated in the PLM000 budget category to pay part-time or temporary replacement instructors. However, many departments will hire postdocs or other full-time staff or faculty as replacement instructors. This will require that these funds are re-budgeted to the correct budget category once the replacement instructor is named. Requests for transfer of those funds to a new category should be sent to email@example.com and will typically be addressed within 48 hours.
- Five months after the start of the award project, the awardee will be required to submit a
progress report using a specific template that will be provided. In addition to this report, a
budget report will be requested showing how the money expended follows the work completed,
- At the time of the progress report, if any concerns or substantial problems with the project are
identified, URSA will step in and assist the awardee in getting the project back on track. If the
problems are deemed severe enough, URSA reserves the right to institute an exit plan from the
project, taking back all remaining unspent funds for the award.
- Four months prior to the end of the award, awardees will be notified of the total amount of
funds they have remaining to spend. Any awardees that have more than 50% of their funds
remaining will be requested to submit another budget report and a written plan of expending all
funds by the award’s end date. If the plan to expend the money presents any problems, URSA
will step in and assist the awardee in getting the project back on track. If the problems are
deemed severe enough, URSA reserves the right to institute an exit plan from the project,
taking back all remaining unspent funds for the award.
Project Close-out and Final Report:
- Four weeks prior to the end of the award budget period (May 31st, annually), URSA reserves
the right to sweep all funds remaining in any internal grant budget that are not encumbered or
expended. Awardees will be notified prior to this action.
- All awardees are required to submit a final report on the outcomes of their project within 90
days of the end date of their award (by September 30th). Reminders will be sent up to four
times over the 90-day period. Failure to submit a final report will disqualify an awardee from
applying for additional internal awards.
Managing a Sub-award on an Internal Grant Award:
- In the rare event that an internal grant award includes a sub-award to any organization outside
of Georgia State, the awardee with the help from their Business or Grants Manager and the
Office of Legal Affairs, must establish a legal and approved contract before funds will be paid
to the external sub-awardee organization.
- In order to establish a sub-award on an internal grant award, the awardee should work directly
with their own Business or Grants Manager or, if this person is not able, they may obtain
assistance from their College Dean’s Office. URSA is not able to provide assistance with this
- The Business or Grants Manager should contact the Office of Legal Affairs requesting
assistance in drafting a sub-award contract on an internal grant award from URSA. Legal
Affairs will provide instruction on how to develop and route this contract for editing and
approval through the Legal Affairs office and then to URSA for approval.
- Any F&A or fringe that the sub-awardee requires must come from the total awarded budget and
will not be added to the awarded amount.
- Once a sub-award contract has been officially signed off and approved by the Office of Legal
Affairs, URSA, and by the sub-award’s authorizing officials, a copy of the approved sub-award
contract must be emailed to URSA (firstname.lastname@example.org) as a PDF file.
- If the sub-award on your internal grant award is more than $2,500, Georgia State is required to
obtain a signed and notarized immigration and security affidavit where the sub-award
institution verifies legal status of their workforce. You will be provided this document if your
sub-awardee needs to fulfill this requirement.
- Internal grant sub-awards are cost-reimbursable agreements. The sub-award institution should
invoice Georgia State University (once or not more than quarterly) and send the invoice to the
administrative contact provided on the approved sub-award contract. Sub-award invoices
should be proofed and corrected, if necessary, before entered as a requisition into PantherMart.
If the sub-award service agreement is for more than $2,500, attach a copy of the signed subaward
contract and the completed E-Verify Affidavit with the invoice when
- All final sub-award invoices must be received and processed by no later than May 31st of the
budget period. Invoices from sub-awardees received after this date will not be able to be
processed or paid.