SUBMIT Funds
Keith Chandler
Proposal Manager/SUBMIT Coordinator
&
Linda Swartz
Secretary
Sponsored Projects Administration
Ball State University
Overview
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What are SUBMIT Funds?
Guidelines
SUBMIT Funds/RIA Balances/Transactions
Commonly Asked Questions
SUBMIT FUNDS
The SUBMIT program encourages proposal
development and submission. Just for submitting a
grant proposal, SUBMIT funds are placed into an
(RIA) account for extramural-related expenses of
Project Investigators/Co-Investigators. Notices of
available funds are processed on a monthly basis
based on the previous month’s submissions.
SUBMIT Video
The Sponsored Projects Administration
offers incentive programs, designed to
encourage and promote proposal
submissions to external sponsors by
providing various levels of monetary
support.
http://cms.bsu.edu/about/administrativeoffi
ces/sponsored-projectsadministration/proposaldevelopment/incenti
veprograms
Guidelines
Funds Available Based on Sponsor Request
External Proposal Sponsor Dollars Requested
> = $1,000,000
$500,000-$999,999
$250,000-$499,999
$50,000-$249,999
$15,000-$49,999
SUBMIT
$1,500
$1,000
$750
$400
$200
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Funds will be available only if the submission followed
the Proposal Submission Policy- http://cms.bsu.edu//media/WWW/DepartmentalContent/SPO/pdfs/Policie
s/ProposalSubmissionPolicy.pdf
Service contracts are not eligible for SUBMIT
Funds will be divided equally among PI/Co-PI’s and
deposited in their RIA account
PI/Co-PI’s funds will be available and not expire as
long as a portion of the account is utilized once per
fiscal year. If not, and a justification to use for a
larger goal has not been requested the funds will be
reclaimed by SPA
RIA Balances/Transactions
To check balances and transactions in
banner:
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Internet Native Banner/FGITBSR-enter/Put in Fund
Number/At top click on next block
It is important to also check to see if there are
pending transactions that have not showed up yet in
Internet Native Banner-Self Service/Finance/Budget
Queries/Create Query/Continue/Type in fund
number/Submit Query
«PI_First_Name» «PI_Last_Name»,«
Congratulations on your recent external grant submission!
Your proposal was eligible for the SUBMIT Program and the amount below will be placed into your personal Research
Incentive Account (RIA) {Banner: «Banner_Number»}.
SUBMIT funds may be used for research/project and professional development related expenses only.
These funds will not expire as long as a portion of the amount in the account is utilized at least once per fiscal year.
Failure to use the funds will result in them being reclaimed by the program, unless there is justification for a greater
goal.
Proposal #
«Proposal_
»
Sponsor
«SponsorActivity»
Amount Requested
$
«Sponsor_Request»
SUBMIT
$ «SUBMIT_»
If you have any questions regarding the SUBMIT Program, please contact:
Keith Chandler
Proposal Manager
Sponsored Programs Office
This email will be your only notification of the deposit.
Please retain this information for your records.
Balance requests should be directed to your departmental administrative coordinator.
Thank you.
cc: «Dept BA-AC» «Coll DF&B»,
Commonly Asked Questions
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Q: What can be purchased with these funds?
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A: Project related expenses or professional
development. Examples include project supplies,
professional travel, publishing costs, supplemental
assigned time (course release) for research, or a
graduate assistant for the summer. Food/beverage
purchases and gift cards are NOT allowed. Items
purchased with SUBMIT funds must follow
University policies and procedures and will be
considered University property.
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Q: How do I expend SUBMIT funds?
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A: SUBMIT funds are transferred into individual Research
Incentive Accounts (RIA). These accounts have been
established to hold incentive funds for faculty and staff,
including the SUBMIT program, indirect cost recovery
distribution and other funds related to SPA incentive
programs. Expenditures do not have to be approved by
SPA but through PI/Co-PI’s home department/unit.
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Q: When using SUBMIT funds for travel, do I need to
route the Authorization for Travel and/or Travel Expense
Voucher to SPA for approval?
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A: No, it is not required to route SUBMIT expenditures or
Travel Authorizations through SPA. Please work with
your home department/unit for appropriate routing of
Travel Authorization and Expense Vouchers.
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Q: How do I find out the balance of my research
incentive account (RIA)?
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A: It is the responsibility of the PI/Co-PI’s to work with
their home department/unit to track the expenditures
and balances of their accounts.
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Q: What happens to SUBMIT funds if I move to a
different department within the University?
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A: Unless other arrangements are made in writing by the
PI/Co-PI, SUBMIT funds remain in the individual’s RIA
regardless of departmental appointment within the
University. Please notify Linda in the Sponsored Projects
Administration Office with any changes.
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Q: What happens to RIA funds after I retire/leave the
University?
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A: If the PI plans to continue to perform
research/projects as an emeritus faculty member at Ball
State University, the account will remain open and
available for use. If a PI leaves the University and has
Co-PI(s) on the project, remaining SUBMIT funds can go
to Co-PI(s), distributed equally if there is more than one,
if prior arrangements are made with Keith/Linda before
their last working day. Otherwise, the account will be
closed and the funds will be reclaimed by the program.
Questions?
CONTACT INFORMATION
Keith Chandler -kachandler@bsu.edu or
285-1604
Linda Swartz - ljsclock@bsu.edu or
285-1601