Frequently Asked Questions
Frequently Asked Questions about Cost Share
OGC/OSP Brown Bag held May 3, 2005
How do I get started once I receive the award?
- Notify Office of Sponsored Programs 237-3088 http://www.indstate.edu/osp/home1.html
- Complete any Compliance Issues
- Institutional Review Board (IRB)
- Conflict of Interest (COI)
- Institutional Animal Care and Use Committee (IACUC)
What should I do with Agency Correspondence?
- Send a copy to the Office of Grants and Contracts
What if I am having a site visit from my Program Officer?
- Notify Office of Grants and Contracts
- Notify Indiana State University Internal Auditors http://www.indstate.edu/intaudit/
Sally Hunter, Senior Internal Auditor, 237-7819
How do I pay Indiana State University people or outside consultants?
- Work with Human Resources on paying Indiana State University employees. Human Resources will help you start the paperwork to begin the set up. Allow for fringe benefits.
- Work with Graduate Studies on paying a Graduate student.
- Paying an outside consultant or non-ISU employee, process a check request.
- Remember all work must be completed prior to payment.
How do I make Purchases?
- Requisitions - Must be completed one month before the grant ends.
- Check Requests – Need original receipts, sales tax exempt, “no” gratuity
- Procard – Can designate/transfer to Grant funds through PVS Net transaction editing process on internet.
- Intramural Voucher – Transfer expense identifiable through Banner records.
- All Travel must go through a Travel Authorization and work with ISU Travel. http://www.indstate.edu/controller/finance/trav-bud/home.html
What are procedures for Travel? International Travel?
- All Travel must go through a Travel Authorization and work with ISU Travel. http://www.indstate.edu/controller/finance/trav-bud/home.html
- You are responsible for receipts.
- You are responsible for exchange rate, if traveling internationally
- Federal Regulations – “Fly America Act” http://www.tvlon.com/resources/FlyAct.html
How do I acquire and manage property?
- Requisitions - Must be completed one month before the grant ends.
- Property Accounting – http://www.indstate.edu/controller/finance/property_accounting.htm
- Indiana State University Policy states equipment is equal to or greater $2,500 unless awarding Agency mandates lesser.
- Know exceptions that need ISU property accounting tagged such as computers, PDAs, and printers.
What if I Have a Sub-agreement?
- Office of Sponsored Programs will work with you on drafting subcontract.
- Need signed contracts prior to reimbursement of subcontract payments.
- Principal Investigator is responsible for
- Program review of sub-recipient
- Ensure all goals are met
- Charges are reasonable and within subcontract approved budget.
How do I make a request to carryover unobligated balance?
- Contact Agency Program officer with no cost extension request.
- Keep Office of Grants and Contracts informed of the intent to request carryover funds.
What is needed in order to close out an award when the project is completed?
- Office of Grants and Contracts (OGC) will send via campus mail or email a “90 day notice” informing the Principal Investigator of the end date and dates of any reports, such as Final Reports, Project Reports, and Financial Reports due at the end of the award. If the information does not correspond with your records, please notify OGC.
What do those acronyms mean?