Florida State University
Research Foundation
CReATE
PRESENTATION HIGHLIGHTS
Direct Support Organizations
 FSU Research Foundation

– Background
– Types of Research Foundation
accounts
– The Research Foundation’s role in
research at FSU
– Specific Accounting Features and
Procedures
Direct-Support
Organizations
Direct Support Organizations
The President of the University may
recommend to the Board of Trustees that
an organization meeting the requirements
of Florida Statute 1004.28 be designated a
Florida State University
Direct Support Organization.
Direct Support Organizations operate
exclusively to provide the University
with additional resources from private
gifts & bequests, - in the case of the
RESEARCH FOUNDATION,
We provide additional resources from
income resulting from patents,
copyrights and commercial proceeds.
Foundation
1960
Alumni
Association
1909
Seminole
Boosters
1953
Ringling
Museum
Foundation
1995
FSU
Research
Foundation
1993
Magnet R&D
2007
International
Programs
1994
Introduction to
FSU Research Foundation*

Established September 1993 as a
Direct-Support Organization
– Must operate in a manner
consistent with the goals of the
University and the interests of the
State of Florida and the IRS
Not-for-Profit 501( c)(3)
Operate for certain exclusive
purpose (charitable, religious,
educational, etc.)
 Cannot engage in activities outside
the exempt purpose
 No part of net earnings may inure
to the benefit of private individuals

Goals of Research Foundation

Promote, encourage and assist
faculty in obtaining private contract
and grant funding

Facilitate technology transfer and
manage Intellectual Property assets
(patents and copyrights)

Develop an infrastructure which
supports research activities
The Research Foundation is
also able to 
provide a layer of insulation for the
University with respect to product
liabilities and grant activities

agree to less stringent terms and
conditions in contracts

acquire equity in companies
Manage Buildings in Innovation
Park & Outside of Park
Buildings A & B
 Johnson
 Sliger
 Shaw
 Materials Research
Building
 AME


FSU Research
Complex
Research Foundation
Types of Accounts
1. Contracts and Grants
2. Indirect Cost Accounts
3. Royalty Accounts
4. PI Support Accounts
5. Research Foundation Funded Grant
Accounts (GAP & Eppes Professorships)
Grant Proposal Process
The proposal preparation process will follow the regular
FSU Office of Research proposal policies and procedures.
 We require completed proposals to be submitted to our
office at least 3 business days prior to the agency
deadline.
 All proposals should be submitted to the FSURF for
review prior to being submitted to the funding agency
Submission policy location:
http://www.research.fsu.edu/contractsgrants/documents
/submissionpolicy.pdf
 For proposals that restrict the number of applications:
https://submissions.research.fsu.edu/limted/limitedSubPr
og.php

Grant Award Process
When a proposal has been
approved/awarded by a sponsor, FSURF
and the PI will be notified.
 The original contract/grant will be
maintained at FSURF
 FSURF will review the award document for
compliance with the proposal and FSURF
policies.

OMNI Salary Accounts

For Research Foundation contracts/grants
with personnel costs, salary-companion
accounts are established through the FSU
accounting system (OMNI).
Do NOT process non-salary
activity through these accounts.
FSURF accounts with Cost Sharing
Subject to same approvals and monitoring
If private funding is to be used for federal
cost sharing, the entire grant will be
transferred to Sponsored Research.
Indirect Cost
The Research Foundation follows the
same indirect cost policy as the University.
 Exclusion for indirect cost is allowed for
projects less than $10,000.
 Sponsor guidelines for not allowing
indirect cost to be charged must be
documented in a published policy.

Accounting Guidelines
Funds are deposited in a private bank
account (separate from University – not in
Sponsored Research Trust Fund. Cannot
use interdepartmental requisitions,
transfer forms, etc.)
 The Research Foundation uses Financial
Edge (an accounting system separate
from OMNI)

Accounting Guidelines

Monthly Reports
– Reports are available through the previous business
day via the following website.
 https://reports.foundation.fsu.edu
– Need to request access to the web reports from Cathy
Flynn in our office.
– Must be connected to an FSU server in order to logon
Accounting Guidelines

Monthly Reports
– A monthly email will be sent out to indicate that
salaries have been charged to the RF projects and the
previous month has been closed.
– It is the department’s responsibility to
reconcile the monthly reports to their records.
– Notify FSURF in writing regarding any incorrect
transactions in monthly reports
FSU Research Foundation
“Spending Flexibility”

Most Expenditures are NOT required to
meet the standards of OMB circulars or
the requirements of FSU Purchasing rules
- although they are subject to the
restrictions of the private grantor, good
business practices, and must further
research at Florida State University.
Disbursement Guidelines

Disbursements must be to further research and
should not be of a personal nature.

Complete Business Manual with disbursement
instructions is available on Research Foundation
website http://www.research.fsu.edu/foundation/manual.html

Principal Investigators function as their own purchasing
agent and are responsible for obtaining quotes or bids,
selecting vendors, and taking delivery of goods or
services. Must use good judgment and follow good
business practices when making purchases.
EXAMPLES OF RESEARCH FOUNDATION FLEXIBILITY
Types of Expenses
FSU Sponsored Research
FSU Research Foundation
Allowed unless restricted by
sponsor, provided expense is
allowable under OMB A-21
Guidelines
No restrictions or limitations imposed by
Research Foundation
Allowed only when specifically
approved by sponsor
Allowed unless sponsor's guidelines specifically
preclude
Not Allowed
Allowed unless sponsor's guidelines specifically
preclude
Indirect-Cost
Full rate applicable to all projects,
unless limited by sponsor's policy
Projects under $10K exempt
Professional
Memberships
Allowed only when specifically
approved by sponsor plus
FSU/State Procedures Apply
Allowed unless sponsor's guidelines specifically
preclude
FSU/State Processes Apply
(10-day+ turnaround)
Checks written in-house
(5-day turnaround)
Purchasing - Supplies
and Equipment
FSU Procedures Apply
Principal Investigator acts as own purchasing
agent (no bidding required)
Travel and Related
Expenses
FSU Procedures Apply
Principal Investigator acts as own purchasing
agent (no bidding required)
Not Allowed
Allowed w/ special approval unless sponsor's
guidelines specifically preclude
Allowed subject to limitations of
FSU/State travel policy
Allowed unless sponsor's guidelines specifically
preclude
Budgeting/
Rebudgeting
Catering/Refreshments Institutional Meetings
Entertaining Visiting
Dignitaries
Payment Processing
(Checks)
Meals at actual cost,
incl. gratuity up to 20%
Portage/Gratuities
Research Foundation funds
cannot be used to pay for …

New pants for volunteer who slipped
and ripped his pants?

Dinner w/ a prospective employee that
includes several bottles of wine?
Disbursement Guidelines
 Signatures in addition to the PI’s are
required on
– payments to reimburse the principal
investigator
– all contractual services (Attach the contract)
– payments over $2,500
– Payments in excess of $10,000 require
approval of the Dean in addition to the PI
– Payments in excess of $50,000 require
approval of a RF Executive Committee
Member in addition to the PI and the Dean
Disbursement Guidelines
Disbursement request forms for travel
payments and other purchases are
available on-line.
www.research.fsu.edu/foundation
 Checks are usually generated by the
Research Foundation within 5 business
days and are mailed directly to vendors.

Name
Title
Phone
Responsibility
Holly Newell
Director
4-8138
Research Foundation
Administrative
Projects
Amy Starkey
Assistant
Director
4-3985
Investments &
Royalties
Cathy Flynn
Dept’l Acctg
Associate
4-3989
Monthly Reports
Alexander
Priest
Dept’l Acctg
Associate
4-8650
Payment Requests
and Disbursements
Gena Goodwin
Grants
Compliance
Analyst
4-3983
Proposals and
Financial Reporting of
Grants
Kristin Auter
Grants
Compliance
Analyst
4-2130
Proposals and
Financial Reporting of
Grants
Tracie
Blackwood
Grants
Compliance
Analyst
4-3981
Proposals and
Financial Reporting of
Grants
FSURF Administrative Offices:
2000 Levy Avenue, Suite 351
Building A
Campus Mail Code: 2744
http://www.research.fsu.edu/foundation/index.html