The Office of Research and Sponsored Programs (ORSP) will be your chief contact in the post-award phase of your project for questions related to programmatic concerns.
After an award has been made, changes affecting items such as the budget or the award period are sometimes necessary. While there is some consistency in governmental agency regulations regarding post-award changes, each agency does have its own rules. Awards from non-government sponsors are also governed by rules specific to each sponsor. Therefore, should a post-award change be required, the Project Director (PD) or Principal Investigator (PI) may refer to the sponsor's regulations or may contact the ORSP with specific questions about effecting the change.
When the ORSP receives an award document from a sponsor, a copy of the document is sent to the principal investigator or program director with a procedural letter. The PI/PD should examine: statement of work, budget (F & A costs matching, release time), reporting requirements, rebudgeting restrictions, required sponsor prior approvals, patent and copyright terms, if applicable, submissions dates for continuation or renewal proposals and other provisions. He or she should communicate any objections or questions to the ORSP for discussion and possible negotiation with the sponsor.
A conference between the PI/PD and the ORSP Staff will be conducted to make certain PIs/PDs are aware of and agree to carry our their responsibilities to Bowie State University and to the sponsor while participating in sponsored activities.
Awards from the funding agency to the University must receive prior review of all terms and conditions by ORSP, regardless of the type of sponsor. ORSP is responsible for negotiating appropriate remedies if an award fits into any of the following categories: 1) it contains provisions that are incompatible with the University's policies on sponsored activities; 2) it is inconsistent with government-wide regulations for universities; 3) it fails to include all the elements agreed upon prior to an award; 4) it requires modification to conform to a PI's/PD's needs. ORSP must also have on file the signed Internal Intent and Application Cover Sheet Forms. The original Notice of Grant Award should be on file in ORSP with a copy provided to the PI/PD and ORSP Staff.
Bowie State University must comply with applicable statutes, regulations, and approved applications of all agencies in implementing sponsored programs; and it must use funds in accordance with those statutes, regulations and applications. The fiscal and reporting policies of funding agencies under the guidelines referenced in the award require a more detailed management and record keeping system than may be practiced by other units of the University. Audit exceptions could arise; not because of a failure to complete activities, but because of inability to provide documentation for achievement of objectives. All sponsored program personnel must follow sponsor policies and procedures even though these may result in additional effort on the part of the personnel.
Compliance with the regulations included in the award will ensure that the program is administered according to the sponsor's guidelines and will ensure that the University has the documentation that will be needed to successfully demonstrate compliance. The information will also help activity directors administer their activities and accomplish their objectives expeditiously.
Classification of Awards
Awards can be classified in the following categories:
Memorandums of Agreements/Memorandums of Understanding
The term "grant" is commonly used to describe nearly all awards of extramural support for various projects initiated by faculty and staff members. It is a transaction with an agency in which the agency provides funds, property, service or anything of value in order to accomplish a specific goal.
The requirements for submitting proposals vary from agency to agency as do grant awards. Generally, grant awards have the following characteristics:
They are made for a particular purpose.
The purposes are specified in writing.
They have a definite program start and end date.
They have a definite budget start and end date.
They typically include restrictions on the use of grant funds and on the reallocation of funds from one budget category to another.
Most agencies require progress reports, program reports, financial reports and, in most instances, technical reports.
Contracts are agreements signed by both parties which bind the sponsor to provide funding to a recipient in support of a specific set of activities which include one or more deliverable items. In addition to the above-referenced grant characteristics, contracts typically exhibit the following attributes.
The terms of the contract often are spelled out in greater detail.
The recipient is obligated to perform the work set forth in the contract and to deliver any and all products for which the contract has been awarded.
The contract must be fulfilled regardless of the cost to the University.
The applicant is generally given less latitude to modify the scope of the agreed upon activities and/or the expenditure of funds provided by the contractor.
A Cooperative Agreement is a transaction with an agency in which the agency provides funds, property, service or anything of value in order to accomplish a specific goal with substantial involvement from the sponsoring government or agency. The Cooperative Agreement consists of:
The Award/Signature Page which is signed by the Agency and the University before it is valid.
The General Terms and Conditions for Grants and Cooperative Agreement.
The Assurance of Compliance which includes the Scope of Work, Delivery Schedule, Budget, and Method of Payment.
Memorandum of Agreements (MOA)/Memorandum of
A Memorandum of Agreement or Memorandum of Understanding is an agreement between the University and an agency. The University enters into a binding agreement where the roles and contributions of both parties are clearly defined. The memorandum of agreement/Memorandum of Understanding consists of the following:
The date an agreement is made,
The identification of the agreeing parties,
The Scope of Services/work,
The terms of agreement,
Payment methods, and
A subcontract is a transaction entered into by a supplier, distributor, vendor, or firm that will furnish supplies or services for performance for a prime contractor, another subcontractor or a partner. The subcontract consists of the following:
Identification of the parties involved,
The awarding agency,
The period of performance,
The statement of work,
The terms of agreement and
The reporting of requirements.
All awards received by faculty and/or staff as members of BSU are actually made to the University. BSU assumes all financial responsibility and guarantees that the project will be completed. To accept an award, a number of steps are required. First, ORSP receives notification that the sponsor wishes to support the project.
For an award, the Principal Investigator/Project Director and Department Head/Director should review the award's terms and conditions and recommend that the University either accepts it as offered or with changes as outlined in their recommendations.
For a contract, the process begins before an award is made. During pre-negotiations, the sponsor and faculty or staff discuss technical details. The ORSP verifies budget details and confirms all rates quoted in the proposal. After this phase, ORSP enters into formal negotiations with the sponsor by reviewing the contract's terms and conditions. After all parties agree upon the contract's content, the University accepts the award.
Use of Awarded Funds
The assurance that funds will not be used to supplant institutional funds is inherent in the fiscal policies and procedures of the State of Maryland and in those most sponsors. Under these policies, budgeting is executed under a set of strict procedures, and accounting and auditing are likewise executed to assure that all funds are properly assigned and spent. The University is assured by these procedures that it will receive its full budget of State funds and any sponsored programs funds to which it is entitled. The University is also compliant with federal and state guidelines.
Account Create Process
Funds are not released to the University until the project's official start date. This date is predicated upon acceptance of all terms of the award by both parties. Grant start and end dates are set by the sponsor in the award. Contracts are not as predictable. In some cases, the start and end dates are specified and in others they are determined by the final signature date. The final signatory may be the University or the sponsor, depending on the contract.
Once the start and end dates are determined, the Post Award Account Create Conference is scheduled between the PI/PD and the Grants Programs Specialist to begin the process of setting up the account number. The account create package contains all forms needed to create your account. Project expenditures are processed using this assigned unique project number which identifies the correct fund. The PI/PD should verify required forms with the Grants Programs Specialist.
An account number cannot be assigned without an official award notification or signed contract. The award notice will include such information as the start and end date, the amount funded, award number, issuing agency's name, address, technical/fiscal officer and telephone number, period of performance, title of project, reporting terms and incremental funding dates on multiple-year projects, and the official signature of the Director of the Office of Research and Sponsored Programs. The Request for New Department ID Form and New Budget, Budget Transfer, Budget Revision, Expend/Rev Transfer Form must be submitted.
The Budget Narrative is the approved detailed budget from the sponsoring agency. In some instances the funded amount may be increased or decreased from the proposed budget. At this time a revised budget is required.
Grant Funded Personnel
Positions that fall in the category of part-time lecturer (teaching), academic model, coach, regular faculty (overload) and research or teaching graduate assistant must have a request for Non-Faculty Contingent Personnel form completed and submitted for processing.
Employee Grant Contract
Faculty positions paid from a program must be completed and signed by the appropriate Vice President. This contract outlines the position rank/title, the project number, salary, the appointment period, and any conditions of employment.
PeopleSoft System Form
Data Access Request Form - This form is used to set up in PeopleSoft accounts for any new employee. This form may be found on the BSU DIT Website. Direct all inquiries regarding these forms to Ms. Marivic Weiss, Interim Chief Information Officer
Credit Card Application
To make purchasing more efficient, the University has a small purchasing credit card policy. The PI/PD, or his designee, is responsible for making purchases on the account in accordance with established university guidelines. Please contact Procurement to secure procedural instructions or visit the Procurement Website to obtain a copy of the Corporate Purchasing Card Policy.
Programmatic Reporting Dates
Reporting requirement specifics can be found in the award terms and conditions which are forwarded to the University with the award notice. Although each sponsor's reporting requirements may vary, the University usually requires that a PI/PD prepare and submit interim programmatic reports to document progress on a given project.
All sponsor requirements must be met in a timely manner, and the PI/PD is responsible for submitting all reports via the ORSP to the agency.
Bowie State University operates and manages all fiscal affairs in accordance with policies and procedures for institutions of higher education as mandated by the State of Maryland. The fiscal control of all funds at Bowie State University is the responsibility of the Vice President for Administration and Finance. Checks and balances are utilized throughout the University system to assure early detection of potential problems.
A set of accounts will be established in the Budget Office to maintain individual control numbers to each award. Within the system, each PI and/or PD will be responsible for the control of his budget and the maintenance of a set of unofficial financial records in his own office to guide daily management. Official records will be maintained and financial reports will be generated by the Grants Programs Specialist.
Official reports will be computer-generated and distributed to each Director or Investigator for review and approval, prior to submission. The Director is then able to reconcile his office records and the monthly statement to assure the accuracy of each. Directors and Investigators are responsible for conveying errors to the Grant's Accountants or the Office of Budget as appropriate.
All expenditures must be executed in compliance with University Purchasing Procedures as detailed Corporate Purchasing Card Policy.
Purchases for equipment must be purchased through the University's PeopleSoft Financial System and must conform to Procurement Policies and Procedures.
Purchases for travel must be purchased through the University's PeopleSoft System and must adhere to the most current State of Maryland travel regulations which includes daily per diems for meals and incidental expenses and lodging including taxes and tips.
Time and Effort Reports (TER)
The Federal Office of Management and Budget (OMB) Circular A-21 requires universities to document 100% effort of employees paid from federal funds. The Grants Programs Specialist manages this process through the use of Time and Effort Reports.
For continuation or renewal proposals most sponsors require an estimate of unexpended funds and reserve the right to approve the use of those funds for future budget periods. This should be discussed with ORSP staff well in advance of a resubmission to determine whether a carry forward request or a no-cost extension is more appropriate.
No Cost Extensions
The ORSP encourages all PI/PDs to complete work under their agreement in a timely manner. Therefore we expect all work to be completed within the time specified in the award agreement. However, if the PI/PD needs additional time to complete the work outlined in the proposal a request to extend the project period should be completed. The request should come from the PI/PD in writing or by e-mail to the ORSP.
ORSP must notify the sponsor at least ten (10) days prior to the expiration of the award, and in some cases at least thirty (30) days prior. Therefore requires the departmental request must be submitted at least forty-five (45) days prior. The ORSP will notify the sponsor of the extension request, if approved.
The University follows the Intellectual Property policy as published by the University System of Maryland Board of Regents.
Guidelines and Regulations Governing Federal Grants and
In addition to those items listed above, federal regulations contain provisions for carryover funds, procurement of general support services, insurance on federally owned equipment, public information service costs, publication costs, renovation expenses, and patent costs, among others. The following list contains agency links for specific guidelines that govern University grants and contracts.
NIH Guide to Grants and Contracts
A-21, Cost Principles for Educational Institutions (10/1/97)
A-87, Cost Principles for State and Local Governments (5/4/95, amended 8/29/97)
A-122, Cost Principles for Non-Profit Organizations (5/19/98)
A-102, Grants and Cooperative Agreements with State and Local Governments (10/7/94, amended 8/29/97
A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (11/19/93, amended 9/30/99)
A-133, Audits of States, Local Governments, and Non-Profit Organizations (6/24/97)
Federal Acquisition Regulations (FARs)
Dept of Energy Acquisition Regulation (DEAR)
Ed Dept Grants Admin. Regulations (EDGAR)
FDP Federal Regulations
PHS Grants Policy Statement
NSF Grants and Agreement Conditions
Code of Federal Regulations