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 firstname.lastname@example.org or contact Dr. Kelly Stout, 404-413-5475.
|Type of Grant||Status/Deadline||Description|
|Research initiation grant||Open – Deadline January 12, 2015||Faculty research activities.|
|Scholarly support grant||Open – Deadline January 12, 2015||Scholarly projects resulting in significant/prestigious product|
|Conference grants||Open||Conferences hosted by Georgia State|
|Travel grants||Closed for FY2015||Travel to sponsor agency|
|CDC/Georgia State Seed award program||Closed until summer 2016||Seed funding for social and behavioral collaborative research between CDC and Georgia State investigators|
|Dissertation grant program||Closed until fall 2015||Dissertation research by Georgia State graduate students|
|Atlanta Census Research Data Center (ACRDC) Seed Grant Program||Closed/TBD||Seed funding for research projects that utilize ACRDC.|
|Federal grant submissions support||Closed for FY2015||Assist investigators with federal grant proposal preparations and submissions|
|Travel or time for professional work||Closed for FY2015||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.|
- The Notification of Award (NOA) is sent initially via email (between March 1 and June 30 of fiscal year prior to funding) to the awardee and the Business or Grants Manager they identified on their application is copied on the notification as well as the department chair.
- The NOA will specify the next steps to be taken by the awardee and / or their Business or Grants Manager.
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), bio-hazardous and/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 should also note that certain online training is required along with the application for compliance approvals (e.g. CITI IRB, IACUC, etc.).
- 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., 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.
- Since personnel salary and GRA stipend payments are not 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.
- Budgets are initially set up based on the proposal budget. Any initial re-budgets to the original budget must be requested by July 30th of the award budget period. After July 30th of the award budget period, re-budgets will not be allowed between personnel and non-personnel budget lines. Re-budgets can be allowed within personnel and within non-personnel budget lines up until April 30th of the award budget period. Re-budgets are not allowed after April 30th of the award budget year. All re-budgeting requests must be submitted by email to firstname.lastname@example.org at least 5 business days 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 the submission of a written budget justification with the request and approval by the Vice President (or Associate Vice President) for Research.
- Journal entries done to make adjusting entries/corrections/cost transfers involving internal grant budgets should be done using the 21440000 department workflow.
- 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), allowing more of the awarded funds to go towards the actual research project.
- Expenditure reviews are the responsibility of the PI and his/her department designee. It is recommended that expenditure reviews on internal grant accounts be conducted monthly and any issues be addressed immediately. Financial progress reports to URSA will be required with the 6-month progress report and again at the 9-month point to show that funds are being used in a timely and accurate manner.
- Some administrators do not have access to these accounts in Spectrum. Therefore, detailed reports for an internal grant account can be requested from URSA at any time during the award budget period. These drill-down account reports will also be sent with the request for the progress report in the fall and again in early spring in preparation for award close-out.
- 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, to date.
- At the time of the progress report, if any concerns or substantial problems with the project are identified, URSA will 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 and recover the remaining funds.
- Four months prior to the end of the award, awardees will be notified of the total amount of funds they have remaining. Any awardees that have more than 50% of their funds remaining will be requested to submit another budget report and a detailed plan for expending all funds by the award’s end date. If the plan to expend the money is considered insufficient, URSA will assist the awardee in getting the project back on track. If the problems are deemed significant enough, URSA reserves the right to institute an exit plan from the project and recover the remaining funds.
- Any charges to an internal grant account that exceed the total internal grant budget will have to be covered by the PI’s college. Also, if a charge is made to a budget category within the internal grant budget that exceeds the amount allocated to that category, funds will be re-allocated 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).
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, expended or allocated for personnel payments in May and June of the award budget period. 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 grants.
Managing a Sub-award on an Internal Grant Award:
- Internal grant awards should rarely include a provision to sub-contract funds outside of Georgia State. When such a provision is included, the sub-contract budget will need to be approved by the Vice President (or Associate Vice President) for Research.
- In the rare event that an internal grant award includes a sub-award to any organization outside of Georgia State, the awardee will be assigned a contracts representative in the Office of Sponsored Proposals and Awards (OSPA) to establish a legal and approved contract before funds will be paid to the external sub-awardee organization.
- No F&A or fringe benefit costs will be provided to a sub-awardee.
- Once a sub-award contract has been officially signed off and approved by OSPA and by the sub-award’s authorizing officials, a copy of the approved sub-award contract must be emailed to URSA (email@example.com) 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 sub-award contract and the completed E-Verify Affidavit (see #6 above) with the invoice when processing.
- All final sub-award invoices must be received and processed by no later than May 31st of the award budget period. Invoices from sub-awardees received after this date will not be able to be processed or paid.