General Resources for the Administration of Sponsored Projects (GRASP)
Overview and Structure
of Offices
Melissa Mottley
Assistant Director
Office for Sponsored Programs
Ken Dover
Sr. Grants Accounting Specialist
Contracts & Grants
Overview and Structure of Offices
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Overview/Structure
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Sponsored Programs
Contracts & Grants
Definitions / Jargon
Projects
Agreements
Compliance
• Guest Speaker:
 Ms. Lisa Kelly
Office for Sponsored Programs
and
Contracts & Grants
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Objectives
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Provide a groundwork of information to assist with
navigating research administration at UGA.
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Provide resources that will help you find answers to
day-to-day questions
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and
Contracts & Grants
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Overview
Office for Sponsored Programs (OSP)
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Operates under the direction of the Vice President for Research
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Manages all non-financial matters related to externally sponsored
grants and contracts
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Reviews and approves proposals
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Negotiates and accepts awards
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Monitors programmatic aspects of project from proposal
development through final project close-out
Office for Sponsored Programs
and
Contracts & Grants
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Overview
Contracts & Grants (C&G)
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Operates under the University Business and Accounting Services (UBAS) and
reports to the Assistant Vice President and Controller
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Manages all financial matters related to externally sponsored grants and
contracts
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Creates accounts and reviews high risk transactions for awarded projects
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Prepares and submits fiscal reports to sponsors
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Manages receivables for sponsored project accounts
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Reviews audits for subrecipients
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Contracts & Grants
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Structure
Office for Sponsored Programs (OSP)
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Caseloads are divided by Colleges/Departments using a team approach with
Contracts and Grants
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Fosters a close working relationship between OSP grants administrators and
faculty/staff within a department
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Provides OSP grants administrators with experience with a variety of
sponsors, project types, agreements, etc.
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Provides OSP grants administrators the ability to assist a PI throughout a
project’s life cycle
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Provides faculty/staff with one point of contact for all communication with
OSP
Office for Sponsored Programs
and
Contracts & Grants
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Structure
Contracts & Grants (C&G)
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Caseloads are assigned using a team approach
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Each team includes an award accountant and an invoicing/reporting accountant
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Creates better cohesion between pre and post award
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Allows research admin to focus on fewer departments fostering better relationships
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Each department is assigned to an awarding team member and two billing and reporting team
members
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and
Contracts & Grants
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Structure
Contracts & Grants (C&G)
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Agency draws are divided between senior C&G staff by Letter of Credit (LOC)
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National Institutes of Health (NIH): Lynn Beard
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National Science Foundation (NSF): Ken Dover
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United States Department of Agriculture (USDA): Morgan Tiller
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U. S. Department of Commerce (DOC): Jay McGarity
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U. S. Department of Energy (DOE): Linda Davis
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UGA Foundation: Gail Chester
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Contracts & Grants
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Structure
Contracts & Grants (C&G)
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Compliance issues are divided by tasks:
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Journal Vouchers (JV’s), PARs, WebDFS Personnels, eTickets, & Kickouts – Ken Dover
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UGAMart, Check Requests, Travel Authorities, & Kickouts – Jay McGarity
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Contracts & Grants
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OSP Staff Contacts
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Find your Pre-Award Grants Administrator:
http://research.uga.edu/osp/find-grants-administrator/
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C&G Staff Contacts
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Find your Post-Award Financial Administrator:
http://www.busfin.uga.edu/contracts_grants/cg_search.html
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Definitions / Jargon
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Principal Investigator (PI) - The individual responsible for conducting/managing
the work proposed for a grant or contract, including its execution and fiscal
management. http://research.uga.edu/documents/eligibility/
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Call for Proposals – sponsor guidelines for funding opportunities. These proposal
guidelines/instructions will typically contain:
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Application Requirements
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Eligibility
Budget limitations
Page limits
Font sizes
Specialized forms or approvals
Deadline for submission
Programmatic Requirements
Sponsor contact information
Frequently asked questions
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Definitions / Jargon
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Types of proposal guidelines
• Request for Proposal (RFP) - A formal invitation for individuals or
institutions to submit a proposal on a specific project or service.
• Program Announcement (PA) - formal statement about a new or ongoing
extramural activity or program. It may serve as a reminder of continuing
interest in a research area, describe modification in an activity or
program, and/or invite applications for grant support.
• Broad Agency Announcement (BAA) - is a competitive solicitation
procedure used to obtain proposals for basic and applied research and
that part of development not related to the development of a specific
system or hardware procurement.
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Definitions / Jargon
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Agency specific general guidelines
• NSF Grant Proposal Guide :
http://www.nsf.gov/pubs/policydocs/pappguide/nsf15001/gpg_print.pdf
• SF424 (R&R) Application Guide for NIH & Other PHS Agencies:
http://grants.nih.gov/grants/funding/424/SF424_RR_Guide_General_Ver
C.pdf
• USDA NIFA Grants.gov Application Guide:
http://www.csrees.usda.gov/funding/grant_forms/nifa_grants_dot_gov_i
nstructions_2012.pdf
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Definitions / Jargon
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Indirect Costs (IDC) / Facilities & Administrative Costs (F&A) / Overhead - Costs
which are necessary to support research and other sponsored projects, but which
cannot be readily or easily assigned to individual projects.
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http://research.uga.edu/documents/fa-costs/
http://research.uga.edu/osp/info/fa-primer/
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Restricted Accounts - A University account whose funds are restricted by specific
terms and conditions established by the donor or sponsor.
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Effort Reports / Personnel Activity Reports (PARS) - The University-approved
system to certify distribution of salaries on sponsored or cost share accounts to
reflect the distribution of activity (effort) expended by an individual on an afterthe-fact basis.
• Each PAR will account for 100% of how one “spent his/her time” for the
period covered
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http://policies.uga.edu/FA/nodes/view/861/Personnel-Activity-Reports-PARs
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Contracts & Grants
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Definitions / Jargon
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Letters of Credit (LOC) - A document issued by a financial institution, used
primarily as an irrevocable promise to pay.
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Departmental Contact / Administrator – The contact used by OSP and C&G
to communicate issues related to sponsored projects.
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Sponsored Projects Guide – UGA’s one-stop reference for research
administration. http://spguide.uga.edu/
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Types of Sponsored Projects
Sponsored Projects are categorized on the basis of actual activities or scope of
work (SOW) — not physical site or budgetary unit code.
http://research.uga.edu/osp/info/sponsored-project-types/
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Research - Original and diligent inquiry, examination, or investigation
undertaken in order to understand “the nature of things”.
• Expand the scientific knowledge base through systematic observation.
• The invention and generation of ideas, images, performances, or artifacts
(including design) which lead to new or substantially improved insights,
materials, devices, products, and processes.
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Types of Sponsored Projects
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Instruction - Activities delivered as part of an
institution’s instruction program, which include
credit and noncredit course preparation and
grading; teaching and training activities; activities
that provide basic knowledge or skills that are
required prior to undertaking formal academic
course work; or course and curriculum
improvement activities.
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Types of Sponsored Projects
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Cooperative Extension - Activities delivered
through a network of on-campus and local
Extension offices through educators that transfer
knowledge from the land grant university in the
form of “know-how” for the large majority of the
population to help people improve their lives.
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Types of Sponsored Projects
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Public Service & Outreach - Academic, noninstructional services that translate and transfer
UGA’s intellectual and professional knowledge,
expertise, and resources into the public realm for
practical purposes designed to meet quality-oflife needs of a changing society.
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Type of Sponsors
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Federal – U. S. government agency, such as…
• National Institutes of Health (NIH)
• National Science Foundation (NSF)
• U. S. Department of Agriculture (USDA)
• U. S. Department of Education (USDE)
• U. S. Department of Energy (DOE)
• National Oceanic and Atmospheric Administration (NOAA)
• National Aeronautics and Space Administration (NASA)
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Types of Sponsors
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Federal flow-through - a sponsored award from
an entity in which the source of funds used by
that entity to make the award is the federal
government. Any terms and conditions and
restrictions regarding use of the funds “flows”
down to UGA or UGARF as subrecipient of federal
funds.
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Types of Sponsors
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State – Typically State of Georgia agencies, but we
can receive funds from other State agencies.
• GA Department of Natural Resources
• GA Department of Agriculture
• GA Department of Community Affairs
• GA Department of Early Care & Learning
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Types of Sponsors
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Industry - A business or industrial concern that
pays taxes. It is not considered by the Internal
Revenue Service to be a non-profit organization.
• Industry-sponsored work at UGA must bear
applicable F&A (indirect) costs; otherwise,
Georgia taxpayers subsidize the work UGA
employees perform for them.
• OSP now has a dedicated Industry Contracting
Officer, Angela Steltzer (asteltzer@uga.edu)
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Types of Agreements / Awards
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Grant - The transfer of money or property from a
sponsor to an institution that typically has a
period of performance and may require
performance of specific duties, budget reports,
progress reports, and return of unused funds.
• Mechanism preferred by universities because
of academic freedom
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Types of Agreements / Awards
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Contract - A legally binding agreement creating
and defining the obligations between two or
more parties. Contracts usually detail a specific
scope of work, a performance period, conditions
for payment (timing, amount, etc.), and
deliverable.
• Mechanism preferred by industry
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Types of Agreements / Awards
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Cooperative Agreement - An award support
mechanism used when there will be substantial
federal scientific or programmatic involvement.
Substantial involvement means that after award,
scientific or program staff employed by the
sponsor will assist, guide, coordinate, or
participate in project activities.
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Helpful Links
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Office for Sponsored Programs
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Contracts & Grants Division
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http://www.busfin.uga.edu/contracts_grants/
Sponsored Projects Guide
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http://research.uga.edu/osp/
http://spguide.uga.edu/
Finance and Administration Policy Library
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http://policies.uga.edu/FA/
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