SUBMIT Funds Keith Chandler Proposal Manager/SUBMIT Coordinator & Linda Swartz Secretary Sponsored Projects Administration Ball State University

Overview ● ● What are SUBMIT Funds? ● ● Guidelines ● ● SUBMIT Funds/RIA Balances/Transactions ● ● Commonly Asked Questions

SUBMIT FUNDS The SUBMIT program encourages proposal development and submission. Just for submitting a grant proposal, SUBMIT funds are placed into an (RIA) account for extramural-related expenses of Project Investigators/Co-Investigators. Notices of available funds are processed on a monthly basis based on the previous month’s submissions.

SUBMIT Video The Sponsored Projects Administration offers incentive programs, designed to encourage and promote proposal submissions to external sponsors by providing various levels of monetary support. ces/sponsored-projects- administration/proposaldevelopment/incenti veprograms

Guidelines Funds Available Based on Sponsor Request External Proposal Sponsor Dollars Requested SUBMIT > = $1,000,000 $1,500 $500,000-$999,999 $1,000 $250,000-$499,999 $750 $50,000-$249,999 $400 $15,000-$49,999 $200

● ● Funds will be available only if the submission followed the Proposal Submission Policy- /media/WWW/DepartmentalContent/SPO/pdfs/Policie s/ProposalSubmissionPolicy.pdfhttp://cms.bsu.edu/- /media/WWW/DepartmentalContent/SPO/pdfs/Policie s/ProposalSubmissionPolicy.pdf ● ● Service contracts are not eligible for SUBMIT ● ● Funds will be divided equally among PI/Co-PI’s and deposited in their RIA account ● ● PI/Co-PI’s funds will be available and not expire as long as a portion of the account is utilized once per fiscal year. If not, and a justification to use for a larger goal has not been requested the funds will be reclaimed by SPA

RIA Balances/Transactions To check balances and transactions in banner: ● ● Internet Native Banner/FGITBSR-enter/Put in Fund Number/At top click on next block ● ● It is important to also check to see if there are pending transactions that have not showed up yet in Internet Native Banner-Self Service/Finance/Budget Queries/Create Query/Continue/Type in fund number/Submit Query

« PI_First_Name» «PI_Last_Name»,« Congratulations on your recent external grant submission! Your proposal was eligible for the SUBMIT Program and the amount below will be placed into your personal Research Incentive Account (RIA) {Banner: «Banner_Number»}. SUBMIT funds may be used for research/project and professional development related expenses only. These funds will not expire as long as a portion of the amount in the account is utilized at least once per fiscal year. Failure to use the funds will result in them being reclaimed by the program, unless there is justification for a greater goal. If you have any questions regarding the SUBMIT Program, please contact: Keith Chandler Proposal Manager Sponsored Programs Office This will be your only notification of the deposit. Please retain this information for your records. Balance requests should be directed to your departmental administrative coordinator. Thank you. cc: «Dept BA-AC» «Coll DF&B»,

Commonly Asked Questions ● ● Q: What can be purchased with these funds? ● ● A: Project related expenses or professional development. Examples include project supplies, professional travel, publishing costs, supplemental assigned time (course release) for research, or a graduate assistant for the summer. Food/beverage purchases and gift cards are NOT allowed. Items purchased with SUBMIT funds must follow University policies and procedures and will be considered University property.

● ● Q: How do I expend SUBMIT funds? ● ● A: SUBMIT funds are transferred into individual Research Incentive Accounts (RIA). These accounts have been established to hold incentive funds for faculty and staff, including the SUBMIT program, indirect cost recovery distribution and other funds related to SPA incentive programs. Expenditures do not have to be approved by SPA but through PI/Co-PI’s home department/unit.

● ● Q: When using SUBMIT funds for travel, do I need to route the Authorization for Travel and/or Travel Expense Voucher to SPA for approval? ● ● A: No, it is not required to route SUBMIT expenditures or Travel Authorizations through SPA. Please work with your home department/unit for appropriate routing of Travel Authorization and Expense Vouchers.

● ● Q: How do I find out the balance of my research incentive account (RIA)? ● ● A: It is the responsibility of the PI/Co-PI’s to work with their home department/unit to track the expenditures and balances of their accounts.

● ● Q: What happens to SUBMIT funds if I move to a different department within the University? ● ● A: Unless other arrangements are made in writing by the PI/Co-PI, SUBMIT funds remain in the individual’s RIA regardless of departmental appointment within the University. Please notify Linda in the Sponsored Projects Administration Office with any changes.

● ● Q: What happens to RIA funds after I retire/leave the University? ● ● A: If the PI plans to continue to perform research/projects as an emeritus faculty member at Ball State University, the account will remain open and available for use. If a PI leaves the University and has Co-PI(s) on the project, remaining SUBMIT funds can go to Co-PI(s), distributed equally if there is more than one, if prior arrangements are made with Keith/Linda before their last working day. Otherwise, the account will be closed and the funds will be reclaimed by the program.

Questions?

CONTACT INFORMATION Keith Chandler or Linda Swartz - or