Frequently Asked Questions
How is an award different than a proposal?
A proposal is submitted to request funding from a sponsor. The term proposal is used simultaneously whether or not the funding to UWGB is received in the form of a grant, contract, cooperative agreement, etc. An award is the mechanism used by the sponsor to provide funding of a proposal. An award can be in the form of a grant, contract, cooperative agreement, etc.
How long will it take for my account to be set up?
If an ETF has been submitted thru the OGR, the OGR will forward the award letter and revised budget, if necessary, to the Controller's Office and the account will be set up within 5 business days. If you want to set up an anticipation account to facilitate the process, contact the Controller's Office.
If I receive an award, where should it be sent?
The award should be sent to the Office of Grants and Research.
How are awards handled that need a signature of acceptance?
Once an award that needs a signature of acceptance is received by the OGR it is reviewed for the terms and conditions associated with the award. A revised budget may be requested in the process, if the awarded budget is different from that originally proposed. Once the award is signed, it is returned to the sponsor. A copy of the award and budget is sent to the Controller's Office for account set up.
How will I know when my account has been set up?
The Controller's Office will send an electronic "internal" notice of award (NOA) to PI, requesting a post-award meeting be scheduled.
How do I find a CFDA number?
The Catalog of Federal Domestic Assistance (CFDA) number can be found either by reviewing the program announcement.
How do I close out an award?
Generally, 30 to 90 days after a project period has ended the PI must submit a final progress report to the sponsor before an award can be closed out. Sponsors might also require an additional form, report, final invention statement, or final financial status report to officially close out an award. Review the terms & conditions of your award for specific close out procedures.
Can I purchase...?
Most frequently asked questions in regards to budget issues are those related to purchases. Only those purchases outlined in the project budget that are reasonable and allowable by both the funding agency and university policy are reimbursable. Obviously these purchase types vary from sponsor to sponsor and from project to project.
We could offer you the obvious answers or the run-of-the-mill examples, however, provided below are some 'off beat' requests (allowable, questionable, not allowed) submitted by your colleagues from other universities, to their grants office:
Allowable (with appropriate justification):
Fake Moustaches: The invoice from the party place should reflect mustaches and spirit gum for their application. I purchased these items because I trap birds for my research and am in great need of disguises...believe it or not the birds I work with know me.
19 inch TV: "the television is for the adoption dogs. That she needs to play the TV for them so that they will not be afraid of televisions." Appropriately enough, the TV was charged to the Bio-Arts and Research Corporation account, "BARC."
We also reviewed an expenditure for footballs and basketballs for a pig research project. The justification on the voucher was "environmental happiness." I guess the animals didn't know footballs are sometimes referred to as "pigskins."
Tiny headphones for the birds so that they could listen to music.
Cow "bras" and "mouse" boots: no explanation was given.
Also, had a PI with a very remote island field site where all daily living expenses were agency approved--we purchased lots and lots of groceries, cleaning supplies, household items, first aid materials and medicines, linens and bedding, pots and pans, etc.
Alcohol charges from the local liquor store, it was for a study involving alcohol abuse.
20 cases of sugar-free gum ordered for a dental study.
$3000 worth of Legos.
Chocolate chip cookies and sweetened condensed milk charged to our NIH grant. These were not refreshments, which would not have been allowable, but were instead the tastiest foods we could use to tempt our post-operative rats to begin eating after their brain surgeries.
We have had shotguns for shooting branches out of trees; pantyhose for raising fish; and Styrofoam cups for insect rearing.
Coffee pot: it was charged to a grant as a constant temperature water bath
wall clock: which was, of course, a lab timer.
We tried to get reimbursed for the bar tab for calibrating a new breathalyzer, but that didn't go over.
If your request might seem off-beat to a non-scientist, provide a justification and it will speed up your budget reimbursement/order request. And also because we like to laugh, too!