Grant Routing What Does CALS Admin Services Look At? Rev: 04/11

Grant routing... What does CALS Admin Services look at? Rev: 04/11

Due Date on the Proposal Routing Sheet (PRS)

·  Please use the Sponsor’s Due Date on the PRS. We will use that information to sort proposals in the queue so that your proposal makes it to Sponsored Projects on time. If you need it before the due date please include a note stating the required date and the reason why.

Proposal Package

·  At a minimum the final package must contain: Proposal Routing Sheet, Waiver Memo or Stipulation (if needed), Cost Sharing Worksheet (if needed), Abstract, Budget, Budget Justification. For online submission, supply online budget pages, for the proposal. Any sub-contracts in the budget must be supported by an Abstract, Budget, and Budget Justification. CALS cannot effectively review final packages without all the required documents.

Proposal Routing Sheet

·  Current version of the form from Sponsored Projects Web site.

·  Names - Last name first

·  Dept #s - Appropriate dept #s for the PI, % award credit, % IDC distribution, and project type.

(Research, Instruction, Other Sponsored Activity, etc.)

·  All fields are filled in or checked as appropriate.

·  IDC Rate - Correct rate used. If not full rate make sure there is a stipulation or request for the lower rate.

·  % of effort - Is it reasonable?

·  All required signatures are there.

·  Check IDC distribution % - Is college getting its fair share? If not, why not?

·  There are no white-outs or changes made to "Distribution of Credit" or "Distribution of F & A Revenue" columns.

·  Conflict of Interest form has been submitted for Research Projects and the box has been checked yes. CALS does not need to see COI forms. Other Sponsored Activity projects do not require the boxes to be checked or forms submitted.

Abstract/Budget/Budget Narrative

·  Budget and Budget Narrative should agree

·  Are salaries appropriate and adequate for person/title, time frame, fte, etc.?

·  Are correct ERE rates used? Are they calculated correctly?

·  Is cost sharing indicated? Does budget or budget narrative, or current & pending support form show a % of effort with no salary on the budget? If yes, is signed cost sharing worksheet provided?

·  Is PI effort listed on page 2 of PRS included in the budget? If not, it is considered Voluntary Cost Sharing. On page one of PRS, in the Cost Sharing Box, the Yes box should be checked and a cost sharing budget and source should be included.

·  Are raises included? 3-5% recommended. Salaries on proposal budgets are for budgeting purposes only, and are subject to all College and Human Resources approvals.

·  Raises should not be included on Cost Sharing unless that same person is also funded on the Proposal Budget.

·  Are there any known spousal hires? If so, a memo is required to indicate who will be doing direct supervision and performance evaluations for employee in question.

·  Are administrative/clerical salaries being charged to a federal grant? Needs detailed job description for "Major Project" designation. See policy on direct and indirect cost at: http://www.sps.arizona.edu/cas/direct_indirect_policy.html

·  Are there outgoing subcontracts? If yes, abstract, budgets, budget justifications are needed for all subcontracts.

·  Check calculations on all budgets. Is IDC calculated correctly over time? Is tuition remission removed from IDC calculation on proposals with full IDC rate? Is tuition remission removed from proposals that do not allow it (Certain Federal Sponsors)?

General Guidelines

If in doubt, contact CALS Admin Services. Realize that special circumstances can change the above lists. These lists are

works-in-progress.