If I am a part-time faculty/staff, can I submit a grant?
The institutional policies permit only full-time faculty/staff to submit a grant and serve as GGC principal investigator / project director (PI/PD).
Will the Office of Research and Sponsored Programs (ORSP) write my grant?
Will ORSP help prepare my budget?
What other resources for funding are available?
I have located funding. What do I do next?
What items are allowable in my budget?
Am I allowed to apply for grants that require cost-share/match?
How do I determine where a required cost-share/match will be paid from?
What does IDC mean?
What is GGC’s IDC rate?
Who processes payments for my grant?
Can I receive compensation as the PI/PD of my grant?
Can I hire part-time help, including students?
How much are student assistants allowed to earn?
What about part-time help?
Can I hire a consultant?
Can I purchase food for my grant?
Can I serve as a sub-awardee?
Can I grant sub-awards in my proposal?
Who must review and approve my proposal before I submit it?
Am I required to consult with IRB before conducting my research?
Should I be concerned about intellectual property rights?
Why is a time and effort reporting form required?
Who provides letters of support for my grant?
When I receive a grant, who is responsible for signing the grant agreement / MOU / MOA?
Will my funding be paid to me directly?
What happens if I have not completed my activities and my grant is about to expire?
Who should I contact if I wish to apply for a grant to a private foundation that requires a 501c3?
Can I write a grant to support my travel?
Can research study participants receive compensation for their participation?
What is our current mileage rate?
Will ORSP locate money/resources to fund my research?
Yes, ORSP encourages the use of Pivot (create account or login), a funding database, to begin your quest for funding.
What is fringe benefit cost?
Fringe benefit costs are the employment-related benefits associated with FICA (social security); FICA Med (Medicare); Health and Life Insurance and Retirement and other costs as defined in the BOR Business Procedures Manual. The Office of Business and Finance provides established rates to utilize in preparing program budgets that require fringe costs to be included.
If allowed, the grant’s budget should include the current rates for the employer’s portion of the fringe benefits. Current rates as of July 1, 2018 are as follows:
FICA Medicare: 1.45%
FICA Social Security: 6.20%
Teacher’s Retirement System: 20.9%
Optional Retirement Plan: 9.24%
Only FICA Medicare is applied to part-time employees working on a grant.
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What is effort reporting?
Effort reporting is a process designed to ensure that effort committed to a sponsored activity is confirmed after the fact as having been performed as committed or at some other level. The committed effort is presented in the awarded budget, budget narrative or proposal.
Confirmation of the actual effort worked allows the College to ensure that the sponsor is appropriately charged for actual effort worked, as opposed to what was originally budgeted. Part of this process entails the certification of effort by the individual who was directly engaged in the work or in some cases by an individual who possesses suitable means of verification that the work was performed. The effort devoted to sponsored projects, whether charged to the sponsor or cost-shared by GGC, must be reflected by the College’s payroll and/or ORSP’s associated system of records.
Effort for a sponsored project is considered in the context of all institutional responsibilities. Significant reductions in effort (ordinarily ≥ 25% of committed effort, or absences of three months or longer in duration) typically require prior approval from the sponsor.
Why do effort reporting?
Why is effort reporting required?
What is 100% effort?
For purposes of proposing and certifying effort, GGC full-time faculty and staff should consider "100% effort" to be the total time spent conducting professional activities for which the individual is compensated by GGC (i.e., total college effort), irrespective of standard work schedules whether that is during the academic year (faculty) or the fiscal year (staff). For faculty, this includes work performed outside the "9-to-5" work schedule, work performed on vacation and off‐hours regardless of whether the effort is performed on or off campus. This definition is consistent with federal regulations.
The exception to 100% effort is for faculty who may have limited or no teaching load during the summer. Therefore, their effort will not be 100%.
How much effort is allowed for research or grant work?
What activities are included in and excluded from Effort Reporting?
Although the scope of activities considered as total college effort may differ among individuals, the following activities provide general guidance as to what would be considered part of college effort.
Included in 100% effort:
- Student engagement
- Research (externally‐ and internally‐sponsored). Research work includes mentoring students engaged in sponsored research.
- Other: This item is added for staff who may perform essential duties other than the ones listed above.
* Since assistant deans have nine-month appointments, they are allowed to receive summer grant pay.
Excluded from 100% effort:
(These activities are not typically included in a faculty AY contract.)
- External consulting
- Special activities resulting in one‐time payments for activities intended to be short-term (less than six months) in nature (e.g., Grizzly Orientation)
- Temporary activities over and above normal responsibilities (e.g., course overloads and summer camp)
- Fellowships, conference grants, travel grants
What is committed effort?
Committed effort is that proportion of an individual’s institutional effort that will be devoted to a sponsored activity. Effort proposed for a PI / PD or other key personnel in a grant application, typically in the budget and/or budget narrative, becomes a commitment (or obligation) the College must fulfill, unless explicitly modified during award negotiations with the sponsor.
The cost associated with committed effort may be borne by the sponsor (charged to the grant or contract) or by the institution (documented as cost-sharing).
Can compensation for academic year sponsored research effort be deferred to the summer?
I have received my effort report. What does it mean?
You will receive a three-page document, which includes an overview of effort reporting, a Planned Time and Effort form, and the Semester Time and Effort form. This document will be prepared by ORSP and sent to you and every project team member specified in the budget as receiving compensation or committing to donate time.
Planned Time and Effort Form
At the beginning of the project, ORSP will prepare a “Planned Time and Effort” form, which shows the anticipated distribution of effort (% effort) per semester during the life of the grant. No compensation will be indicated, unless it is obligated in the grant. You would need to review and sign this document.
Semester Time and Effort Form
At the end of every semester, you will be asked to review and certify the accumulated level of effort up to that particular semester. For example, a grant that started in the fall will have a spring effort report that will include both fall and spring. The level of effort will be based on the Planned Time and Effort form. The PI/PD and/or the direct supervisor will receive a copy of this and the Planned Time and Effort forms.
The effort report for the grant’s last semester requires certification by you and your supervisor and/or PI/PD. If you or your supervisor has a correction, ORSP will revise and resubmit the document to you for signatures.
I am taking a research leave (or administrative leave) during my award’s project period. Is there anything I should do?
I am being asked to certify that I have worked on a specific grant-funded project. I do not know if the work I am performing is in support of that project. What do I do?
Can my effort distribution be changed during the year?
I did not in fact work the effort that was committed. What do I do?
Are there any exceptions to effort reporting?
Here is a partial list of grants or effort that ORSP does not track:
- Voluntary, non-mandatory work towards a grant
- Equipment and instrumentation grants for acquisition are not tracked, unless the sponsor requests to track the PI/PD and co-PI/PD’s effort for the installation, setup, and scheduling, among others
- Travel grants, fellowships, career awards, workshop/conference grants
ORSP tracks only effort that is included in the approved budget justification and/or the award letter as a mandatory cost-share or as compensated time.
Should the committed effort be higher than your approved compensation, you can do a buy-out during the academic year. In the effort reporting, you can “buy out” time from your other responsibilities (e.g., from “service”) and transfer it into your research activity. The buy-out will be included in the general heading of Research and Other Scholarly Work, and must be discussed with your supervisor.