Frequently Asked Questions

FREQUENTLY ASKED QUESTIONS

How do I get started once I receive the award?

Notify Office of Sponsored Programs (812) 237-3088 http://www.indstate.edu/osp
Complete any Compliance Issues
1. Institutional Review Board (IRB)
2. Conflict of Interest (COI)
3. Institutional Animal Care and Use Committee (IACUC)

What should I do with Agency Correspondence?

Send a copy to the Office of Contracts and Grants

What if I am having a site visit from my Program Officer?

Notify Office of Contracts and Grants
Notify Indiana State University Internal Auditors http://www.indstate.edu/intaudit/

Sally Hunter, Senior Internal Auditor, (812) 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 SDOLon internet. See ISU's Purchasing Card website for more information.
Intramural Voucher – Transfer expense identifiable through Banner records.
All Travel must go through a Travel Authorization and work with ISU Travel.

Federal regulations in 2 CFR 200 related to Procurement policies must be adhered to by Indiana State University for federally funded external grant awards. Effective with FY 2019 Purchasing has updated the university’s purchasing policy to incorporate the new federal requirements for restricted purchases at Indiana State University. Please review the policy now in place to ensure expenses incurred on this project adhere to the purchasing policy requirements. The updated policy can be found at the website below.

https://www.indstate.edu/purchasing

What is Suspension & Debarment (Indiana State University Policy Library 630.7)?

Federal regulations in 2 CFR 200.213 related to Suspension & Debarment must be adhered to by Indiana State University for federally funded external grant awards. This requirement applies to purchases/contracts greater than or equal to $25,000. Contracts of this size must include Purchasing in the suspension/debarment review and verification process of the vendor in conjunction with the signature process for the contract. Purchasing involvement ensures that proper documentation is retained in University records to show that suspension/debarment was verified for the contract in the event of a future audit.

In addition, subagreements with subrecipients on federal awards greater than or equal to $25,000 must address Suspension & Debarment during the development and signature process for the subagreement. The Office of Sponsored Programs provides assistance in ensuring this federal requirement is met when preparing subagreements for federal subrecipients. This information is retained in University records for reference in the event of a future audit.

What are procedures for Travel? International Travel?

All Travel must go through a Travel Authorization and work with ISU Travel.
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
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:
1. Program review of sub-recipient
2. Ensure all goals are met
3. 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 Contracts and Grants 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 Contracts and Grants (OCG) 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 OCG.