General FAQ

The Office of Sponsored Programs Administration (OSPA) and the Office of Intellectual Property and Technology Transfer - Industry Contracts (OIPTT) are the research administration offices for Iowa State University..

General Information about the Office of Sponsored Programs Administration (OSPA) and the Office of Intellectual Property and Technology Transfer Industry Contracts (OIPTT)

  1. What does OSPA do?
  2. What does OIPTT do?
  3. What are OSPA/OIPTT business hours?
  4. How is staff assigned in OSPA/OIPTT and what do they do?
  5. Who is my contact in OSPA/OIPTT?
  6. What is a sponsored project?
  7. Who is authorized to sign proposals, award agreements, and invoices/financial statements?
  8. Am I authorized to commit university resources?

Developing & Preparing a Proposal

  1. What forms are required by the university in order to submit a proposal to an external sponsor?
  2. Who will review and sign the final proposal?
  3. How do I obtain submission privileges for the GoldSheet?
  4. Who can help me develop my proposal budget?
  5. Who can help me interpret the proposal guidelines?
  6. What part of my application does OSPA prepare?
  7. Does OSPA need my complete application before signing?
  8. Which proposals need to be processed through OSPA?
  9. What is the university's legal name, Tax Identification Number (TIN), and our Dun and Bradstreet number (DUNS)
  10. Do I have to include my salary in a proposal budget?
  11. What are fringe benefits?
  12. I am an employee with an academic year appointment.  Do I need to include fringe benefits for my requested summer salary support in my budget?

Budgets

  1. What are F&A or indirect costs?
  2. How does OSPA know which F&A (indirect) rate to use?
  3. My proposal is only for a small amount of funding. Do I still need to include F&A (indirect) costs in the budget request?
  4. Can the F&A be waived?
  5. How do I prepare a budget?
  6. What is cost sharing?
  7. What do I do if I need funds for cost sharing for my project?

Subrecipients (Pre-Award Issues)

  1. How do I include a subrecipient in my application?
  2. What do I need from subrecipients to include their costs in my budget?
  3. What is the difference between a vendor and subrecipient agreement?

Submitting a Proposal

  1. Can I submit a proposal without OSPA review?
  2. What forms are required by the university in order to submit a proposal?  (Repeat from Developing and Preparing a Proposal Section – Q #9)
  3. Where can I find the GoldSheet?
  4. Who will review and sign the final proposal?  (Repeat from Developing and Preparing a Proposal Section – Q #10)
  5. How do I submit a proposal electronically?
  6. Why does my chair/dean need to sign off on my proposal?
  7. What do I do if my department chair or dean isn't available for signature?
  8. I submitted an application without routing a GoldSheet through OSPA and have an award. What do I do?

Compliance Issues

  1. I'm not sure if my project involves human subject research.  Who can give me the definitive answer?
  2. I may have a conflict of interest or commitment.  What should I do?
  3. What is export control and why is it important?

Awards

  1. How will I be notified if I receive an award?
  2. Can I accept an award from a sponsor?
  3. I just received a check for my award.  What do I do?
  4. I know I am going to get an award. Can I start spending?
  5. What is an advanced account number and can I get one?
  6. How do I get an account number for my award?
  7. Who prepares the invoices and/or financial reports required by my award?
  8. Who prepares the paperwork associated with personnel, purchases, travel, etc. on my award?

Subrecipients (Post-Award Issues)

  1. How does the PI let OSPA know that a subrecipient agreement needs to be prepared for the collaborator on an award?
  2. The PI is working with a subrecipient on the project.  What are the PI’s responsibilities?
  3. The PI is having trouble getting a subrecipient to provide reports/deliverables.  What should the PI do?
  4. A no-cost extension is needed for a subrecipient.  What should be done?
  5. The subrecipient wants to carryforward an unspent balance to the next funding period.  How is this approved?
  6. The prime agreement is a federal contract.  Are there different requirements for subrecipients under a federal contract?
  7. ISU has received continuation funding from the sponsor.  How is funding added to the subrecipient agreement?

Post Award Issues - Extensions, Revised Budgets, Award Transfers

  1. The PI anticipates that the award will end before the scope of work can be completed. What should be done?
  2. The PI wants to change the budget on the award. Does the PI need approval from the sponsor to rebudget funds? What should be done?
  3. Does OSPA need a copy of the technical reports required under the award?
  4. Can equipment purchased on an ISU sponsored project account be transferred to another institution?
  5. The PI will be leaving ISU. Can the PI’s award be transferred?

General Information about the Office of Sponsored Programs Administration

  1. What does OSPA do?

    OSPA is the University’s authorized representative for grants, cooperative agreements, contracts, and other sponsored project agreements from external federal, state, governmental and non-profit sponsors. OSPA supports research and other sponsored programs activities by interpreting sponsor pre-award requirements, reviewing and endorsing all sponsored project proposals for the institution, negotiating and accepting sponsored project agreements from federal, state and other governmental entities, and non-profit organizations, and providing post-award administration services.

  2. What does OIPTT do?

    OIPTT is the University’s authorized representative for grants, contracts, and other sponsored project agreements from external industry and commodity group sponsors.  OIPTT supports research and other sponsored programs activities by negotiating and accepting sponsored project agreements from industry and commodity group sponsors, and providing post-award administration services.

  3. What are OSPA/OIPTT business hours?

    OSPA/OIPTT's business hours are 8 am to 5 pm Monday through Friday.

  4. How is staff assigned in OSPA/OIPTT and what do they do?

    The administrative structure divides the OSPA/OIPTT staff into three teams – OSPA Pre-Award Team, OSPA Awards Team and OIPTT - Industry Contracts Team.  The OSPA Pre-Award Team assists primarily with review and submission of proposals.  The OSPA Awards Team will assist with negotiating awards, budget revisions, no cost extensions, subawards, and other post-award non-financial services for external federal, state, governmental and non-profit sponsors.  OIPTT Industry Contracts assists with contract negotiation and post award issues for industry and commodity sponsors.

  5. Who is my contact in OSPA/OIPTT?

    Contacts are listed at www.ospa.iastate.edu/contact

  6. What is a sponsored project?

    A sponsored project is a project that is funded by a third party external to the university.  Generally, the project is funded by means of an award agreement that requires some kind of scope of work or deliverable (a technical report, a financial report, milestones, etc.).

  7. Who is authorized to sign proposals, award agreements, and invoices/financial statements?

    The authorization to sign proposals, awards, and other non-financial official documents related to sponsored programs is vested in staff within OSPA and OIPTT.  Faculty and staff should not sign any documents as the authorized university signatory.  Sponsored Programs Accounting (SPA) signs invoices, financial statements and other documents related to financial activities on sponsored funding.

  8. Am I authorized to commit university resources?

    Typically, faculty and staff are not authorized to commit university resources in a contractual arrangement.  Chairs, deans, and vice presidents have the ability to commit resources but any such commitment for a sponsored project must be approved by an authorized university official before being submitted to the sponsor.

 

Developing & Preparing a Proposal

  1. What forms are required by the university in order to submit a proposal to an external sponsor?

    A GoldSheet must be routed with the following documents:
    • Sponsor guidelines, RFP, proposal announcement, etc.
    • Project budget (on an OSPA budget template: http://www.ospa.iastate.edu/forms and on sponsor's budget form, if required)
    • Budget justification
    • Narrative (This does not need to be final.  A draft statement of work, or draft narrative of specific aims is sufficient.)
    • Forms which require an OSPA signature (transmittal letter, cover page, representations and certifications, etc.)
    • For each subrecipient you will need to route a budget, budget justification, statement of work, and a letter from the subrecipient’s authorized official agreeing to participate in the project.
       
  2.  Who will review and sign the final proposal?

    OSPA’s review is limited to the budget, budget justification, and any forms that require an institutional or OSPA signature.  The PI is responsible for reviewing the entire proposal.

    Usually, OSPA staff will sign the final proposal.  Most hard copy proposals also require the PI's signature.  Some electronic systems, however, will permit the PI to submit the final version of the proposal, which the PI should not submit without an OSPA authorization.  Contact your Pre-Award Administrator to determine who will need to be the final signer and submitter of the proposal.

  3. How do I obtain submission privileges for the GoldSheet?

    You should contact the OSPA Pre-Award Team at ospa-proposals@iastate.edu.  GoldSheet information can be reviewed at www.ospa.iastate.edu/proposal/faq/goldsheet-faq.

  4.  Who can help me develop my proposal budget?

    Your departmental or center grant coordinator can usually assist you with developing your budget.

  5.  Who can help me interpret the proposal guidelines?

    The Pre-Award Team in OSPA can assist you with interpreting proposal guidelines.

  6.  What part of my application does OSPA prepare?

    OSPA can assist with preparation of forms such as the cover sheet, representations and certifications, and certain other required forms. OSPA requests that PIs provide all needed forms and materials to the Pre-Award Team at least four days prior to the submission deadline.

  7. Does OSPA need my complete application before signing?

    OSPA does not need to see your complete proposal before approving the GoldSheet.  If the PI is submitting the proposal to the sponsor, OSPA asks that a copy of the final submission be forwarded to your Pre-Award Administrator for our files.

  8. Which proposals need to be processed through OSPA?

    Proposals that include any of the following must be processed by OSPA:
    • Authorized university signature required
    • Commitment of university resources
    • Proposed deliverables (technical report, financial report, etc.)
    • Itemized budget
    • Subrecipients
    • Human subjects, animal subjects, radiation, or biohazards
       
    Contact the OSPA Pre-Award Team at ospa-proposals@iastate.edu if you have questions about whether your proposal should be submitted through OSPA.
     
  9. What is the university's legal name, Tax Identification Number (TIN), and our Dun and Bradstreet number (DUNS)

    ISU's legal business name is Iowa State University of Science and Technology.

    The University's Tax Identification Number or TIN (also known as an EIN) is 42-6004224.

    ISU's DUNS # is 005309844.

    Other frequently requested institutional information is available at: http://www.ospa.iastate.edu/proposal/institutional.html.

  10. Do I have to include my salary in a proposal budget?

    PIs should include salary and fringe benefits in their proposal for the effort they will apply to the project.  The salary can be paid by the sponsor or can be donated by the university (cost sharing).  PIs typically must obtain chair and dean approval for cost sharing of salary.

  11. What are fringe benefits?

    Fringe benefits are the costs of retirement plans, medical insurance and other employee benefit costs.  Employer costs for social security and workers compensation are also included in fringe benefits.

    ISU normally uses a fringe benefit rate when developing proposal budgets that include salaries and/or wages.  See www.ospa.iastate.edu/proposal/preparation/benefits for more information.

    ISU uses the fringe benefit rate when developing budgets but charges actual costs to project accounts.  The actual cost for fringe benefits depends on the employee's salary and job classification, and the types of benefits selected by the employee.

  12. I am an employee with an academic year appointment.  Do I need to include fringe benefits for my requested summer salary support in my budget?

    Yes, you should include fringe benefits corresponding to the salary requested in your budget regardless of whether the salary is for summer, academic, or calendar months.

     

Budgets

  1.  What are F&A or indirect costs?

    The term “Facilities and Administrative costs” (F&A costs) is used interchangeably with "indirect costs”, “IDC” or “overhead”.  These terms are defined in OMB Regulations as "...those expenses which cannot be specifically identified as solely benefiting one particular project, but instead are incurred in support of common or joint expenses which are derived from the administration and maintenance of the sponsored activities."  In universities, F&A costs are incurred for general university operational support and management of the mission-related research/teaching/outreach enterprise.  Examples of F&A costs are library costs, utility costs, facilities operations and maintenance costs, sponsored programs administration costs, and departmental and university administration costs.

  2. How does OSPA know which F&A (indirect) rate to use?

    ISU negotiates a Facilities and Administrative rate agreement every three to five years.  This agreement provides the rate to be charged depending on the type of sponsored project.  ISU’s current F&A rate agreement can be found at: http://www.ospa.iastate.edu/proposal/preparation/fa-rate.

  3. My proposal is only for a small amount of funding. Do I still need to include F&A (indirect) costs in the budget request?

    Yes, generally F&A should be applied to all sponsored projects.  There are, however, a couple of exceptions to this rule.
    • If the sponsor has a written policy that restricts the F&A rate to a lower percentage than ISU's negotiated F&A rate, please notify OSPA.  OSPA will review the sponsor's policy and make a determination on the use of the sponsor's rate.
    • If the project meets the university's waiver criteria, the PI may forward a waiver/reduction request to the Vice President for Research after obtaining endorsement by the department and college.
      See http://www.vpresearch.iastate.edu/facilities-administrative-costs/ for more information
       
  4. Can the F&A be waived?

    Yes, the Vice President for Research may waive F&A pursuant to the F&A waiver policy - http://www.vpresearch.iastate.edu/facilities-administrative-costs/.

  5. How do I prepare a budget?

    OSPA encourages PIs to work with their departmental or college grant coordinators to develop their budgets.  Budgets must be submitted to OSPA on one of the OSPA budget templates available at:  http://www.ospa.iastate.edu/forms.

    In most cases, OSPA will review your budget prior to submission to the sponsor to ensure compliance with sponsor and ISU requirements.

  6. What is cost sharing?

    Cost sharing is the contribution of internal university or third party funds or resources to support a sponsored project.  Most sponsors do not require cost sharing.  If it is not required, you should not include cost sharing as part of your budget.

    Costs that can be used to satisfy sponsors’ cost sharing requirements may include the following:
    • Direct costs for the project that will not be charged to the sponsored project account.
    • F&A costs related to not receiving the full F&A rate from the sponsor, or F&A costs related to direct costs identified above.
    • Third party cash or in-kind contributions.
       

    Typically, PIs will provide cost sharing by pledging effort for their time (personnel costs).  PIs must be cautious not to over-commit their effort.  Faculty members are not permitted to commit more than 100% of their time.  All cost shared effort committed to sponsored activity must fit into the 100% available.

  7. What do I do if I need funds for cost sharing for my project?

    Faculty on A-base and B-base appointments may cost share a portion of their effort if they are not 100% committed to teaching and other academic duties.  Other budget categories may also be available for cost share.  PIs should work with their grant coordinators to determine the best way to meet cost share requirements.  In addition, third parties can provide cost sharing which must be supported by commitment documentation from the third party.  The commitment documentation should be on the third party’s letterhead, signed by an authorized official, and indicate the amount of cost sharing that will be provided by the third party.  The PI can also request funds for cost sharing from the department, college, and VPR.  Typically cost sharing assistance will be provided by VPR only for large institutional proposals with mandatory cost share requirements.

     

Subrecipients (Pre-Award Issues)

  1. How do I include a subrecipient in my application?

    Refer to the sponsor’s proposal guidelines for specific instructions.  Generally speaking, you should refer to subrecipients by name and describe their activities in your statement of work, and list them in your budget under Subrecipients.  You will need to obtain the following from each of your subrecipients: a budget, budget justification, statement of work, and a letter from the subrecipient’s authorized official indicating their willingness to participate in the project.

  2. What do I need from subrecipients to include their costs in my budget?

    You will need a statement of work and budget to document the reasonableness of their proposed costs.  Depending on the sponsor and the nature of the award, you may need to obtain detailed costing information from the subrecipient.  This is particularly true in the case of subcontracts under prime contract agreements with Federal Acquisition Regulation clauses.

  3. What is the difference between a contactor/vendor and subrecipient agreement?

    A contractor/vendor provides similar goods or services to many different purchasers.  A subrecipient, on the other hand, participates in the sponsored project activities and has responsibility for carrying out a portion of the proposed work.  A subrecipient is a participant and collaborator in the project, unlike a contractor/vendor.  PIs working with industry partners should also review Guidelines for Industry Partners.

 

Submitting a Proposal

  1. Can I submit a proposal without OSPA review?

    No, all proposals to external sponsors and funding agencies must be reviewed and authorized by OSPA before they can be submitted to a sponsor.

  2. What forms are required by the university in order to submit a proposal? (Repeat from Developing and Preparing a Proposal Section – Q #9)

    A GoldSheet must be routed with the following documents:

    • Sponsor guidelines, RFP, proposal announcement, etc.
    • Project budget (on an OSPA budget template: http://www.ospa.iastate.edu/forms and on sponsor's budget form, if required)
    • Budget justification
    • Narrative (This does not need to be final.  A draft statement of work, or draft narrative of specific aims is sufficient.)
    • Forms which require an OSPA signature (transmittal letter, cover page, representations and certifications, etc.)
    • If you have subrecipients, you will also need to route the following for each subrecipient:  a budget, budget justification, statement of work, and a letter from the subrecipient’s authorized official agreeing to participate in the project.
       
  3. Where can I find the GoldSheet?

    Email ospa-proposals@iastate.edu to request a username and password for Liquid Office (the GoldSheet system).  Information about the GoldSheet can be reviewed at: www.ospa.iastate.edu/proposal/faq/goldsheet-faq.  There is a “GoldSheet login” quick link on the OSPA web site home page.

  4. Who will review and sign the final proposal?
    (Repeat from Developing and Preparing a Proposal Section – Q #10)

    OSPA’s review is limited to the budget, budget justification, and any forms that require an institutional or OSPA signature.  The PI is responsible for reviewing the entire proposal.

    Usually, OSPA staff will sign the final proposal.  Most hard copy proposals also require the PI's signature.  Some electronic systems, however, will permit the PI to submit the final version of the proposal, which the PI should not submit without an OSPA authorization.  Contact your Pre-Award Administrator to determine who will need to be the final signer and submitter of the proposal.

  5. How do I submit a proposal electronically?

    It depends on the sponsor.  Different sponsors use different electronic systems.  Most systems require data and files related to the proposal to be uploaded into the sponsor's system, either through use of a sponsor-created software package, or an on-line system. Your OSPA Pre-Award Administrator will assist you with the submission.

  6. Why does my chair/dean need to sign off on my proposal?

    Your chair and dean are required to sign off on the proposal so that they are aware of and approve the research and sponsored activity taking place in the department and college.  Their signatures are obtained via the GoldSheet routing process.  Additionally, the chair and the dean are permitted to commit university resources to the proposal if required.  Their signatures authorizing such commitments are necessary for record documentation purposes.

  7. What do I do if my department chair or dean isn't available for signature?

    Most department chairs and deans delegate signature authority when they are out of the office.  If a designee is not available, discuss the situation with your OSPA Pre-Award Administrator.

  8. I submitted an application without routing a GoldSheet through OSPA and have an award. What do I do?

    Initiate and route a GoldSheet and attach a copy of the proposal, budget, budget justification and award.  OSPA will review the submission for compliance with university rules.  If the proposal is not compliant, OSPA will contact the sponsor to make any necessary revisions to the proposal in coordination with the PI.

 

Compliance Issues

  1. I'm not sure if my project involves human subject research.  Who can give me the definitive answer?

    The staff in the Office for Responsible Research can provide that determination.  Their website is http://www.compliance.iastate.edu/

  2. I may have a conflict of interest or commitment.  What should I do?

    Contact ISU's Conflict of Interest Administrator at coi@iastate.edu and ask for assistance.  The University's Conflict of Interest and Commitment Policy can be viewed at: http://policy.iastate.edu/policy/conflict/. The Office of Responsible Research has additional information on their website at: http://www.compliance.iastate.edu.

  3. What is export control and why is it important?

    "Export control" is a term that describes the application of the export control regulations.

    Knowledge of export regulations is important if you:

    • Send data, technology, intellectual property or tangible items (like equipment) out of the country;
    • Employ non-U.S. citizens in your laboratory and you perform applied research in sensitive area or you work with a third party's data, technology, intellectual property, or equipment, especially if the third party is a corporation;
    • Work with embargoed countries such as Afghanistan, Angola, Iran, Iraq, Libya, North Korea, Rwanda, Sudan, Syria, or the Western Balkans (Serbia and Montenegro).


    The university's export control website is http://www.compliance.iastate.edu/control.html

    If, as a part of a sponsored project, you intend to transmit or ship anything outside the U.S. or if you anticipate performing non-fundamental research with non-U.S. citizens, please let your OSPA contacts know. OSPA will notify the Office of Responsible Research, which will review the export related aspects of your project for compliance with federal law and regulation.

 

Awards

  1. How will I be notified if I receive an award?

    If the award comes to OSPA or OIPTT, we will send the PI and administering department a copy of the agreement after we sign and/or set up the award.

    PIs may receive the award directly from the sponsor. If this occurs, please forward the award to OSPA or OIPTT so that we can review and sign the award, as required, and have SPA set up the project’s account number. Please identify the GoldSheet number for the award when forwarding the award to OSPA or OIPTT. If a GoldSheet was not routed for the award, a new GoldSheet must be routed prior to signature and set up of the award.

  2. Can I accept an award from a sponsor?

    University rules require that OSPA /OIPTT accept sponsored project awards on behalf of the university.

  3. I just received a check for my award.  What do I do?

    Deliver or send the check to Sponsored Programs Accounting (SPA) for deposit.  Please include an account number or GoldSheet number along with the check.

  4. I know I am going to get an award. Can I start spending?

    If you have been notified by the sponsor that an award is imminent, let OSPA/OIPTT know. There is a process to set up an advanced account number for many types of awards so a PI can begin spending in advance of the receipt/signature of the award.  It is important to know the intended start date of the award so that spending does not occur prior to this date.

  5. What is an advanced account number and can I get one?

    An advanced account number is an account number that can be set up in advance of receipt of the award.  Your department’s grant coordinator can provide assistance in making this request to OSPA/OIPTT.  The Advanced Account Request Form can be found at http://ospa.iastate.edu/forms/.  Notification of the advanced account number will come by email from SPA.

  6. How do I get an account number for my award?

    When an award has been signed by both the sponsor and by OSPA/OIPTT, it is ready to receive an account number.  SPA will enter budget, invoicing, and financial reporting information into the university's systems and will assign an account number for your award.  It usually takes a few days for an account number to be established after the award has been signed by both the sponsor and OSPA/OIPTT.  SPA will notify the PI and administering department of the account number by email.

  7. Who prepares the invoices and/or financial reports required by my award?

    The SPA accountant assigned to the award will prepare the invoices and/or financial reports required by the sponsor.  In unusual cases, the administering department or PI may be asked to assist with the preparation of the reports, especially if supporting documentation for expenditures is required or when the reporting requirements are extensive.  Additionally, sponsors sometimes require that the technical report is submitted along with the financial report or invoice.  The SPA accountant will coordinate submission of the financial report or invoice along with the technical report in those cases.

  8. Who prepares the paperwork associated with personnel, purchases, travel, etc. on my award?

    Grant coordinators and/or departmental administrative staff assist the PI with expenditure transactions associated with the project.

 

Subrecipients (Post-Award Issues)

 

  1. How does the PI let OSPA know that a subrecipient agreement needs to be prepared for the collaborator on an award?

    The PI should complete the Subrecipient Request Form found at www.ospa.iastate.edu/forms, and submit it to ospa-awards@iastate.edu or industry-contracts@iastate.edu.  Copies of the applicable scope of work, budget and budget justification should also be submitted with the Subrecipient Request Form.

  2. The PI is working with a subrecipient on the project.  What are the PI’s responsibilities?

    The ISU PI is responsible for monitoring each subrecipient’s performance status of the agreed upon scope of work.  In addition, the PI is to review each subrecipient invoice for cost reasonableness relative to the status of work performed, including any required cost-sharing.  If the invoiced amount is acceptable, the PI document their approval.  The PI is also responsible for ensuring the subrecipient submits all deliverables and technical reports as required under the subrecipient agreement.

  3. The PI is having trouble getting a subrecipient to provide reports/deliverables.  What should the PI do?

    The PI should contact OSPA/OIPTT if the subrecipient is not performing adequately and describe the situation.  Depending on the seriousness of the problem, the ISU Office of University Counsel may assist in resolving the situation.

  4. A no-cost extension is needed for a subrecipient.  What should be done?

    If the subrecipient’s requested extension of time is within the period of performance of ISU’s prime agreement, send a request to ospa-awards@iastate.edu or industry-contracts@iastate.edu.  No-cost extensions for subrecipients cannot be approved beyond ISU’s period of performance.  Before sending a request, please confirm in eData that the subrecipient has an unspent balance of funds.

  5. The subrecipient wants to carryforward an unspent balance to the next funding period.  How is this approved?

    Carryforward is generally addressed in both the prime agreement and the subrecipient agreement.  Some agreements allow automatic carryforward.  For those agreements that require prime and/or ISU approval, OSPA/OIPTT will provide the formal approval to the subrecipient after coordination with the ISU PI.

  6. The prime agreement is a federal contract.  Are there different requirements for subrecipients under a federal contract?

    A Subrecipient Request Form is required irrespective of the form and nature of the prime agreement.  Federal contracting requirements are more prescriptive in terms of subrecipient documentation than other forms of prime agreements.  The PI may be required to provide a technical evaluation of certain proposed costs or an explanation of the selection basis for the subrecipient.

  7. ISU has received continuation funding from the sponsor.  How is funding added to the subrecipient agreement?

    OSPA/OIPTT formally amends the subrecipient agreements to add additional funds.  If a subrecipient should receive additional continuation funding, the PI should contact ospa-awards@iastate.edu or industry-contracts@iastate.edu after ISU has received additional funding.  The PI should confirm the subrecipient’s funding allotment increase and desired extension of time.

 

Post Award Issues - Extensions, Revised Budgets, Award Transfers

 

  1. The PI anticipates that the award will end before the scope of work can be completed.  What should be done?

    OSPA/OIPTT can ask the sponsor to extend the period of performance.  The No-Cost Extension Request Form found at www.ospa.iastate.edu/forms should be completed and emailed to ospa-awards@iastate.edu or industry-contracts@iastate.edu.  The PI will need to provide a justification of why the extension of time is necessary. (Having unspent funds in the project account is not a valid reason to extend an award.)  OSPA/OIPTT will review and submit the request to the sponsor, if needed, and will update the end date for the award if the extension of time.0 is approved.

  2. The PI wants to change the budget on the award.  Does the PI need approval from the sponsor to rebudget funds?  What should be done?

    The award terms and conditions should be reviewed to determine if rebudgeting is required by the sponsor, and if it is required, the appropriate process for requesting changes to your award budget.  If sponsor approval is required, submit your rebudget request to ospa-awards@iastate.edu or industry-contracts@iastate.edu on the Rebudget Request Form found at www.ospa.iastate.edu/forms with a justification of the proposed changes.  OSPA/OIPTT will forward the request to the sponsor.  Upon receipt of sponsor approval, OSPA/OIPTT will transmit the approved budget revisions to SPA, and SPA will update the award’s budget in the university's financial system.

  3. Does OSPA need a copy of the technical reports required under the award?

    No.  PIs are responsible for ISU retention of technical and progress reports.

  4. Can equipment purchased on an ISU sponsored project account be transferred to another institution?

    Please review ISU's equipment transfers and sales on policy at: http://www.controller.iastate.edu/far/inventory%20control.htm

  5. The PI will be leaving ISU.  Can the PI’s award be transferred?

    In many cases the PI can transfer the award.  The PI should discuss the potential transfer with the department chair and if the chair approves of the transfer, contact OSPA/OIPTT.  OSPA/OIPTT will review sponsor requirements for transferring the award.  The PI will need to finalize all expenditures on the project if a transfer of the award is approved.  SPA should be contacted if the PI wishes to transfer any ISU equipment to the new institution.  OIPTT should be contacted if you anticipate transferring any proprietary data.

    For more information on ISU’s equipment transfers and sales policy, please see:

    http://www.controller.iastate.edu/far/inventory%20control.htm