1. SUBMIT Funds & Research Incentive Accounts (RIAs) Keith Chandler Proposal Manager/SUBMIT Coordinator & Linda Swartz Secretary Sponsored Programs Office Ball State University

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

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

4. Guidelines

5. Funds will be available only if the submission followed the Proposal Submission Policy http://cms.bsu.edu/- /media/WWW/DepartmentalContent/SPO/pdfs/Policie s/ProposalSubmissionPolicy.pdf Funds will be available only if the submission followed the Proposal Submission Policy http://cms.bsu.edu/- /media/WWW/DepartmentalContent/SPO/pdfs/Policie s/ProposalSubmissionPolicy.pdf Service contracts are not eligible for SUBMIT Service contracts are not eligible for SUBMIT Funds will be divided equally among PI/Co-PI’s and deposited in their RIA account 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 SPO 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 SPO

6. RIA Balances/Transactions RIA Balances/Transactions To check balances and transactions in banner: To check balances and transactions in banner: Internet Native Banner/FGITBSR/Put in Fund Number/At top click on next block Internet Native Banner/FGITBSR/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 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

9. Commonly Asked Questions Q: What can be purchased with these funds? 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. 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. -------------------------------------------------------------- ------------------ -------------------------------------------------------------- ------------------

10. Q: How do I expend SUBMIT funds? 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 SPO incentive programs. Expenditures do not have to be approved by SPO but through PI/Co-PI’s home department/unit. 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 SPO incentive programs. Expenditures do not have to be approved by SPO but through PI/Co-PI’s home department/unit.

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

12. Q: How do I find out the balance of my research incentive account (RIA)? 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. 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.

13. Q: What happens to SUBMIT funds if I move to a different department within the University? 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 or Keith in the Sponsored Programs Office with any changes. 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 or Keith in the Sponsored Programs Office with any changes.

14. Q: What happens to RIA funds after I retire/leave the University? 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. Otherwise, the account will be closed and the funds will be reclaimed by the program. 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. Otherwise, the account will be closed and the funds will be reclaimed by the program.

15. Questions?

16. CONTACT INFORMATION Keith Chandler - kachandler@bsu.edu or 285-1604 Keith Chandler - kachandler@bsu.edu or 285-1604 Linda Swartz - ljsclock@bsu.edu or 285-1601 Linda Swartz - ljsclock@bsu.edu or 285-1601