Managing Your Grant Roberta Teliska Vice President for Sponsored Programs Operations The Research Foundation of SUNY October 6, 2008

Mission and Services  The Research Foundation supports the advancement of education, research and discovery at the State University of New York  The RF supports faculty as they conduct original research that extends the boundaries of human knowledge and drives economic development  Core service is sponsored programs administration

The RF is Separate from SUNY  The Research Foundation is a private, nonprofit corporation  Established in 1951  The RF’s relationship to SUNY is defined by an agreement signed in 1977

Leadership  The RF is governed by a board of directors composed of  Faculty  Campus and system administrators  Business and industry representatives  The chancellor of the University serves as chair of the board ex officio

Volume of Activity  In fiscal year 2008, the RF managed approximately $784.3 million in grants and contracts from federal and state governments, corporations and foundations  Supported more than 7,600 campus-based research and training programs  Provided jobs to approximately 17,400 individuals

Sponsored Programs Volume by Sponsor Type (FY 2008)

Corporate Structure  RF offices at 30 SUNY state-operated campuses across New York  University Centers  Comprehensive Colleges  Medical Centers  Technical Colleges  Central office in Albany

Corporate Structure  Campus RF offices conduct day-to-day administration of sponsored programs, including:  Pre-award support  Human resources, payroll and benefits  Purchasing and accounts payable  Some reporting activities  Interact with principal investigators

Why a Research Foundation?  Provides infrastructure to ensure compliance with federal and state regulations and sponsor terms and conditions  Independence and administrative flexibility to respond quickly to the special demands of sponsored programs

Why a Research Foundation?  Meets needs not easily accommodated through state processes  Pre-fund expenditures prior to sponsor reimbursement  Flexibility to employ project staff within the project start and end dates  Timely purchase of supplies, equipment, reimbursement of travel costs  Subcontract to third parties for special services  Timely billing of sponsors for payment  Timely submission of sponsor-required financial reports

Sponsored Program Lifecycle

Principal Investigator (PI) Responsibilities  PI responsibilities:  Carry out approved scope of work  Submit required technical reports on time  Ensure expenditures charged to the award are allocable to that program  Acknowledge federal support of the program in publications relating to the project (if applicable)

Online Tool  The RF provides an online tool to help you review your award budget, expenditures, and balance  RF Quick View is available on the RF web portal –

Pre-award Activities  Finding funding opportunities for faculty  Provide help in the preparation of applications and proposals to sponsoring agencies  Ensure accuracy of budget information  Ensure University assets are verified and approved for inclusion  Submit applications by deadlines  Accept awards and negotiate contracts

Post-award Activities  Establish an account in the RF business system so that expenditures may be processed  Hire personnel and load payroll information to the business system  Process forms for employee benefits  Process purchase orders for supplies and equipment  Make vendor and travel payments

Post-award Activities  Tag and record (inventory) equipment  Complete effort reporting  Bill and collect payments from sponsors for expenditures incurred  Submit financial reports to sponsors  Disclose inventions and file for patents  Close the account once all deliverables have been met and final payment received

Facilities and Administrative (F&A) Costs  The total costs of research include both direct and indirect (F&A) costs  F&A costs are institutional costs incurred as a project is being conducted but are not project specific. They include  Plant operation and maintenance  Libraries  Buildings and equipment  Utilities  Departmental and general administration

Facilities and Administrative (F&A) Costs  F&A rates are negotiated by the RF with the federal government for each campus  Federal government is required to fund full recovery on research projects  Other programs and sponsors provide less than full recovery  Principal investigators should include the correct F&A rate in their proposal  A reduction of indirect costs will result in shifting costs from the sponsor to the institution

Contact Information Roberta Teliska Vice President for Sponsored Programs Operations The Research Foundation of SUNY 35 State Street Albany, NY Phone: Web Site: