樱桃视频

The Associate Vice President for Research (AVPR) at 樱桃视频 serves as the university鈥檚 Authorized Organizational Representative (AOR). In this role, the AVPR has the authority to act on behalf of 樱桃视频 in matters related to external funding, including grants and research contracts.

As the AOR, the AVPR ensures that all submissions for external funding comply fully with university policies, sponsor requirements, and applicable federal and state laws.

• Erica Kennedy, Associate VP for Research
  Office of Research Administration
  118 College Drive #5157
  Hattiesburg, MS 39406-0001
  Telephone: (601) 266-4119
  Facsimile: (601) 266-4312
  Email: Erica.KennedyFREEMississippi 

Click here to access 樱桃视频 Fact Sheet, which provides key institutional information commonly required for proposals related to sponsored research. 

ORA is the designated unit responsible for reviewing, advising on, and submitting proposals for sponsored project funding. PIs/PDs are responsible for reviewing and understanding the sponsor鈥檚 proposal guidelines and complying with 樱桃视频 policies, sponsor requirements, and required disclosures.

All proposals for external funding submitted on behalf of the university must receive internal approval prior to submission. This includes approvals from the PI/PD, School or Unit Director, and Dean or Vice President. ORA will provide guidance on the appropriate routing  chain based on the specifics of each proposal. To ensure timely review and submission, final proposals must be received in ORA at least five (5) business days prior to the sponsor鈥檚 deadline, unless extenuating circumstances apply.

Documents required for internal routings are as follows:

• Funding Opportunity Announcement (FOA, NOFO, RFP, BAA, PA)
• Proposal Information Form
• Scope/ Statement of Work
• Budget 
• Budget Justification

樱桃视频 is the official legal entity for all contracts and grant-related obligations. This includes all sponsored-program activity conducted across all 樱桃视频 campuses and sites.

ORA is responsible for coordinating legal documents related to sponsored programs in collaboration with the Office of General  Counsel, , and other relevant units as needed. ORA also leads the negotiation of legal terms and conditions with sponsoring agencies. PI/PD's are not authorized to sign sponsored program agreements or any documents related to external funding on behalf of the university.

Sponsors, particularly foundations and corporations, may request a brief concept paper of the proposed project prior to the application deadline. These are commonly referred to as Letters of Inquiry (LOI) or Letters of Intent. LOIs do not require review or processing by ORA unless the sponsor requires a budget be included or requires approval or signature from  an authorized university official.  In such cases, please contact ORA for guidance before submission.

ORA is responsible for approving or monitoring all expenditures associated with sponsored project funding. ORA works closely with the PI/PD throughout the life of the project to ensure that all spending aligns with sponsor expectations and regulatory requirements.

All sponsored project activities must follow university policies and procedures related to purchasing and procurement, property and asset management, human resources and personnel actions, and other application administrative processes.

ORA, or the VPR, serves as the administrative point-of-contact with funding agencies regarding the management of external funding. If a PI/PD needs to contact a sponsor for administrative matters, they must first consult with ORA.

To serve as a Principal Investigator (PI) or Project Director (PD) at The University of Southern Mississippi, individuals must meet specific eligibility criteria. PIs/PDs must be current faculty or staff members at the time of proposal submission, hold a non-temporary appointment (e.g., not postdoctoral, adjunct, or visiting), and be qualified to lead the project both technically and administratively.

Individuals in temporary positions may serve as PIs/PDs only with approval from the Vice President for Research (VPR), the appropriate school or unit director, and the dean of the college.

Newly hired faculty or staff who have not yet arrived on campus may also serve as PIs/PDs with approval from the appropriate school or unit director and the dean or relevant vice president.

PI/PD eligibility is confirmed during the internal routing process when the proposal is submitted for institutional review.

Co-Principal Investigators (Co-PIs) and Co-Project Directors (Co-PDs) must meet the same eligibility requirements.

Nepotism Policy: In accordance with , a PI/PD may not supervise an individual related by blood or marriage. If two related individuals are both qualified to serve as PIs/PDs, they must be appointed with equal responsibility as co-leaders of the project. 

Institutional Review Board (Human Subjects Review)

• The U. S. Department of Health and Human Services (DHHS) has established standards and guidelines to protect individuals from risks associated with participating in research studies. 樱桃视频 complies with these guidelines.  The Institutional Review Board (IRB) acts as a monitor to ensure the university鈥檚 research using human subjects as participants is in compliance with the U. S. DHHS policies and other procedures. The IRB, through an appointed chair person, reports to the Vice President for Research.
• All investigations, experiments, surveys, or demonstrations involving human subjects, regardless of funding or the source of the funds, must be reviewed and approved by the IRB before the activity is begun. This includes activities in which a faculty member is supervising research activities, including class projects, master鈥檚 theses, specialist鈥檚 projects, and doctoral projects and dissertations.
• Application forms for submission of protocols for review by the IRB are available from each college鈥檚 representative and in the Graduate School. Prior to submitting the required copies of an application for approval by the IRB, students should do the following:
• Submit the application for approval by their thesis, project, or dissertation director or professor teaching the relevant course
• Secure the appropriate signatures
• Submit the application for review by the appropriate college representative to the IRB.
• The current IRB chair is Dr. Donald Sacco, School of Psychology, 601-266-4177.
• The student must not begin work on the research study needed for the thesis, project, or dissertation until approval from the IRB or IACUC is obtained. Any research conducted prior to approval will be considered invalid.

Institutional Animal Care and Use Committee

• The Institutional Animal Care and Use Committee (IACUC) is a standing committee of the university. The IACUC is qualified through the experience and expertise of its members to oversee the university鈥檚 animal program, facilities, and procedures. The IACUC consists of eight members and its membership meets the compositional requirements set forth in the Public Health Service Policy. The IACUC, through an appointed chairperson, reports directly to the Vice President for Research. The IACUC acts as a monitor to ensure the university鈥檚 facilities are operated in compliance with the Public Health Service and other federal policies.
• Federal law requires that any university activity (whether research or instructional in nature) involving the use of vertebrate animals be reviewed by the IACUC and approved by that body before the activity may proceed. The original completed form, signed by the project director (a faculty member, not a student), the appropriate school director and dean should be forwarded to the chair of the IACUC for processing. Review of applications requires approximately two to six weeks. The approved IACUC protocol application and approval letter should be included in the appendix of the thesis, project, or dissertation. IACUC protocol forms and instructions may be obtained from the IACUC website.  A link may be found on The Undergraduate Research Website.
• The student must not begin work on the research study needed for the thesis, project, or dissertation until approval from the IRB or IACUC is obtained.
• The current IACUC chair os Dr. Jake Schaefer, School of Biological, Environmental, and Earth Sciences, 601.266.4748.

Research and Scholarly Integrity Assurance Program
Requirements

• All graduate students are required to participate in the Research and Scholarly Integrity Assurance Program.  Program requirements include completion of Collaborative Institutional Training Initiative (CITI) online modules. Required modules differ according to program.  Therefore, students must consult the graduate coordinator for their academic program to determine specific CITI requirements. All required CITI modules must be completed by the end of a student鈥檚 first semester of graduate enrollment at 樱桃视频. Students who fail to complete CITI training successfully during the first semester will be blocked from registration for future terms until the requirement is met.

Uniform Guidance, codified at 2 CFR Part 200, outlines the federal requirements for managing  awards from proposal development through project closeout.  It provides comprehensive direction on  allowable and unallowable costs, sponsor approval requirements, and compliance and accountability standards for federally funded projects.

These regulations apply to all federal awards and are essential for ensuring proper stewardship of public funds.

You can access the full text of the Uniform Guidance on the Electronic Code of Federal Regulations (eCFR) website:

PIs/PDs may engage consultants (internal or external) whose expertise is essential to achieving the goals of a sponsored project. All consultant arrangements should be discussed with ORA during the proposal and budget development process to ensure compliance with sponsor and university requirements. 

Cost sharing refers to the portion of a sponsored project鈥檚 costs not covered by the sponsor and instead contributed by 樱桃视频 or other third parties. These contributions may be in-kind (e.g. personnel time funded by non-sponsored sources) or cash (e.g., direct purchases such as equipment and supplies).

When cost sharing is required, the PI must consult with the School Director, Dean, or VPR. Voluntary committed cost sharing is only permitted with prior approval from the VPR or AVPR. Third-party cost sharing (from non-樱桃视频 sources) must be documented at the time of proposal approval. Sponsored funds from one project may not be used to match another without forma approval.

All committed cost sharing鈥攚hether mandatory and voluntary鈥攎ust be properly documented, tracked throughout the project, and available for audit review.  For federal funding, cost sharing is generally not required and must not influence the merit review process unless it is explicitly stated in the funding opportunity announcement.

Facilities and Administrative (F&A) costs, also known as indirect costs, are real expenses incurred by 樱桃视频 that cannot be directly attributed to a single sponsored project. These costs support the university鈥檚 overall research infrastructure and include  utilities and building maintenance, library services and shared equipment, safety and security, accounting, payroll, and administrative support, and sponsored programs and academic administration.

樱桃视频鈥檚 F&A rates are established through a formal cost proposal submitted to the university鈥檚 federal cognizant agency, the Department of Health and Human Services. This proposal outlines the indirect cost that support the university鈥檚 core functions鈥攊nstruction, research, and other sponsored activities.  Following review and negotiations, a federally approved rate agreement is issued, setting the required F&A rates for all externally funded projects.

F&A costs are generally not waived or reduced unless the sponsor has a published policy limiting or prohibiting F&A.  A PI/PD may request a reduction due to unusual circumstances and must receive approval from the VPR or AVPR. S Any approved reduction must be documented at the time of proposal submission.

Recovered F&A costs are distributed to the VPR, the 樱桃视频 general fund, and the college and school or other unit generating the F&A, unless another arrangement is agreed upon in advance of the proposal submission. Units receiving recovered F&A funds may establish their own policies and procedures for use of these funds.

View Rate Agreement

Fringe benefits are direct personnel costs associated with any salary or wage paid by 樱桃视频. These costs cover employee-related expenses such as  health insurance, FICA, worker鈥檚 compensation, retirement contributions, etc. Fringe benefit rates are determined by the Controller's Office and are made available through the Office of Fiscal Planning and Analysis. These rates must be used when calculating budgets for all sponsored projects. All salaries and wages charged to a sponsored project, including those for student workers, must include the appropriate fringe benefit rate. 

Gift cards may be used as participant incentives for approved research projects but are not permitted for general gifts, awards, or door prizes. For all gift card purchases 鈥� whether charged to grants, contracts, Designated (DE) funds, or Educational & General (E&G) budgets 鈥� departments must follow the official procedures established by the Office of the Controller. To ensure compliance with university policy and tax regulations, departments must follow the Departmental Steps for Gift Card Purchases available on the Controller's Office internal portal.

These steps include, IRB approval (if applicable),  purchase request forms, proper documentation, and monthly submission of gift card logs.  Gift card use must be planned and documented during the proposal and budget development process when applicable.

View Gift Card Guidelines

Graduate student tuition must be appropriately budgeted in all external funding proposals that include graduate assistants. This ensures compliance with federal and university requirements and supports the financial sustainability of graduate education. All PIs and administrators developing or managing sponsored project budgets must follow the official guidance provided by the Office of Research Administration. 

This includes estimating tuition based on student work effort, using the current out-of-state rate for unnamed GAs, budgeting for summer tuition when applicable, and following employment criteria for tuition eligibility. Tuition waivers, if needed because tuition is an unallowable expense or to meet cost share requirements, must be requested through the Graduate School prior to proposal submission. 

View Graduate Student Tuition Guidelines

Participant support costs are direct costs provided to or on behalf of individuals 鈥� not 樱桃视频 employees 鈥� who are participating in conferences, workshops, or training activities funded by a sponsored project. These costs may include stipends or subsistence allowances,  travel allowances, or registration fees.

These costs must be clearly identified in the proposal budget and used exclusively for eligible participants. Participant support costs are subject to specific sponsor rules and must be tracked separately in the project budget.

Items such as incentives, gifts, souvenirs, t-shirts and memorabilia are generally not allowable as participant support costs unless they are well justified in the proposal and receive explicit approval from the sponsor. 

Charging the sponsor for time spent working on a sponsored project is expected unless effort is minimal, or the sponsor does not allow or otherwise limits that category of expense. PI/PD's who are not on a 12-month appointment may charge summer salary to the project based on their most recent academic year institutional base salary. PI/PD's seeking academic year release time to work on a project during the academic year must secure approval from the respective departmental chair or director and dean of their college.

Compensation on sponsored projects must not exceed an employee's institutional base salary rate. The ORA staff will provide assistance to faculty/staff in calculating salaries for sponsored projects during the proposal development process prior to formal submission of projects. Additional pay for work on a sponsored project is generally not allowed.

Salaries are calculated on a 鈥減ercent effort鈥� basis. 100% effort includes all 樱桃视频 responsibilities expected as part of Institutional Base Salary compensation. For faculty, this includes, but is not limited to, teaching, advising, research, and committee service. Effort budgeted and charged to a sponsored project must directly benefit that sponsored project. Budgeting and charging 100% effort to sponsored projects is rarely allowable, and requires university approval.

Salaries or wages for administrative and clerical staff are normally part of F&A costs, but direct charging may be appropriate if all the following conditions are met:

• Administrative or clerical services are integral to a project or activity, AND
• Individuals involved can be specifically identified with the project or activity, AND
• Such costs are explicitly included in the budget or have the prior written approval of the awarding agency

Some sponsored projects may require 樱桃视频 to issue a sub-award to another organization, usually but not always another university or research institution. A sub-awardee contributes to the project by providing programmatic, scholarly, scientific, or other creative input into the design and execution of the work. Sub-awardees are distinct from vendors or contractors, as they do not simply provide goods or services as part of their normal business operations. 

Sub-award documentation (budget, scope of work, required forms, etc.) must be included in the proposal submitted to the sponsor. Sub-awardees use their own federally negotiated F&A rate when preparing their budget. 樱桃视频 may also serve as a sub-awardee to another organization鈥檚 project. All sub-award proposals submitted through 樱桃视频 are treated the same as other external funding proposals and must follow the university鈥檚 internal review and approval process.

Financial Conflict of Interest (FCOI) requirements apply to all faculty, researchers, staff, and students involved in sponsored research, particularly projected funded by federal agencies.

FCOI disclosures and compliance are managed by the Office of Research Integrity, which oversees disclosures of significant financial interests, review and management of potential conflicts, and training and reporting requirements for federally funded investigators.   

All University personnel are required to comply with U.S. laws and regulations that regulate the transfer of items, information, technology, software, and funds to destinations and persons outside of the U.S., as well as to non-U.S. citizens in the United States. These laws and regulations are collectively referred to as Export Controls.

To learn more about Export/Import controls, click here

Many sponsors, particularly federal agencies, require disclosure of Other Support to ensure transparency and avoid potential conflicts. Depending on the sponsor, Other Support may include collaborations (domestic or international), external appointments or affiliations, and financial or in-kind support from other sources. These disclosures help confirm that there is no scientific, budgetary, or commitment overlap with the proposed project. Always review the sponsor鈥檚 specific Other Support guidelines when preparing a proposal.

• Department of Energy and (page 91)
• (NASA)
• and related

A Biosketch (or Curriculum Vitae) is a required document for most proposals, typically submitted for all senior/key personnel at the time of proposal submission or when there is a change in PI during an award. It highlights an individual鈥檚 educational background, professional experience, and academic and research accomplishments. Biosketches helps sponsors assess whether project personnel are qualified to carry out the proposed work. Below are links to biosketch format pages and instruction for major federal sponsors:

Many sponsors now accept biosketches generated using SciENcv, a tool that formats biosketches to meet agency-specific requirements.

Current and Pending (C&P) Support, also known as Other Support, is a form typically used by federal sponsors to request information for the PI(s) and Key Personnel鈥檚 current and pending research projects. Most federal agencies require C&P Support documents to be submitted with the proposal or just before an award is issued (during Just in Time (JIT) process), and if awarded, they may require any changes to be disclosed in progress reports. 
 
The format of this requirement varies by sponsor. It is the responsibility of the PI/Key Personnel to ensure that all research projects and affiliations are fully disclosed and that the document is completed in its entirety.

eRA Commons is an online platform used by several federal agencies to manage and track grant applications and awards. Agencies that utilize eRA Commons include:  National Institutes of Health (NIH), Centers for Disease Control and Prevention (CDC), Food and Drug Administration (FDA), Agency for Healthcare Research and Quality (AHRA), Substance Abuse and Mental Health Services Administration (SAMHSA), and National Oceanic and Atmospheric Administration (NOAA).

To use eRA Commons, individuals must have an account with an . ORA will create an account upon receipt of the required registration information. 

If you are not a PI/PD, NIH commonly uses the ASST (Assistant) role. Note that users with the ASST role can update their own profile but must be delegated authority by the PI/PD to access additional features such as editing RPPRs, viewing grant information, and managing xTrain functions. PIs/PDs must log in to eRA Commons to delegate these authorities

Note that user roles and eRA Commons access vary by federal agency. For NOAA grants, the PD/PI cannot delegate grant access, including the RPPR edit authority, to users with the ASST role.

樱桃视频 proudly supports its faculty, staff, and emerging researchers in their pursuit of external funding through , a powerful funding search platform.

With GrantForward, you are able to:

• Search for grants using keywords and advanced filters
• Save your favorite searches to receive alerts for new opportunities
• Track your favorite grants in one place
• Receive personalized recommendations based on your CV, publications, and research interests

Need help navigating the platform?

• Explore the GrantForward Researcher Welcome Guide for step-by-step instructions on how to search, manage preferences, and make the most of your experience.
•  Email the RDOE Unit to schedule a personalized session or training with your school/department on how to use GrantForward effectively.

refers to time-sensitive information requested by federal sponsors when a proposal is under active consideration for funding. This information is not submitted with the initial application but is required before an award can be issued.  Common JIT requirements include current other support for all key personnel, IRB approval, CITI certification, IACUC approval, and any other information requested by the sponsor.  
JIT requests should be addressed promptly and submitted through ORA. If a PI/PD receives a JIT request directly from a program officer, they should immediately notify ORA to coordinate the response. Delays in submitting JIT information can negatively impact the likelihood of funding.

Note: A JIT request does not guarantee that a proposal will be funded. 

In today鈥檚 research environment, it is essential to ensure your scholarly work is accurately and consistently attributed to you. ORCID provides a unique, persistent digital identifier 鈥攜our ORCID iD 鈥� that distinguishes your from every other researcher. With an ORCID iD, you can:

• Link your identity to your affiliations, grants, publications, peer reviews, and more
• Maintain a centralized, up-to-date, record of your academic and professional contributions
• Simply reporting and reduce administrative burden when applying for funding or submitting manuscripts

 Learn more and register for our free ORCID iD at

SciENcv (Science Experts Network Curriculum Vitae) is a free, web-based tool developed by the National Institutes of Health (NIH) to help researchers create professional biosketches and CVs for grant applications. It鈥檚 designed to simplify the process of preparing documents required by federal agencies like the NIH and the National Science Foundation, ensuring that your submissions meet specific formatting and content requirements.

With SciENcv, you can:

• Build and maintain multiple versions of your biosketch tailored to specific funding opportunities.
• Seamlessly integrate with systems like , , and to import your personal and professional data.
• Keep your documents organized, up to date, and compliant with evolving agency guidelines.

Important Update: Mandatory Use of SciENcv Starting May 25, 2025

As part of the federal-wide Common Forms initiative under NSPM-33, NIH now requires that all Biographical Sketch and Current and Pending (Other) Support documents submitted with grant applications and Research Performance Progress Reports (RPPRs) be prepared using SciENcv.

Key requirements include:

• Use of SciENcv to generate digitally certified PDFs of all required forms.
• Inclusion of an ORCID iD in the Persistent Identifier section of SciENcv.
• Linking your ORCID iD to your eRA Commons Personal Profile.

This transition eliminates traditional NIH format pages and introduces the Common Forms, along with a new NIH Biographical Sketch Supplement for agency-specific fields such as the Personal Statement, Contributions to Science, and Honors.

Non-compliance with these requirements after May 25, 2025, may result in your application being withdrawn from consideration.

For full details, refer to the official NIH Notice:

To learn more and get started, visit www.ncbi.nlm.nih.gov/sciencv/

Notice of Audit

1. Immediately notify the ORA; forward the audit notice and confirm ORA鈥檚 receipt to Director of FRA and the assigned FRA accountant on the award.
2. Alert your department chair and business manager so leadership is aware of the impending audit.
3. Designate a single point-of-contact (POC) 鈥� often the project鈥檚 grants manager or a senior administrator 鈥� to coordinate communications between the PI, ORA, and the auditors.
4. Schedule an entrance-meeting with ORA (and, if required, the Office of General Counsel) to clarify:
   • Scope and objectives of the audit
   • Information and records requested
   • Deadlines and preferred formats
5. Secure and organize all project records in one location (physical or electronic): award documents, budget revisions, invoices, ledgers, procurement files, effort certifications, cost-share back-up, subrecipient monitoring files, progress reports, prior audit findings, and related correspondence.
6. Review governing regulations and terms鈥擴niform Guidance (2 CFR 200), sponsor guidelines, 樱桃视频 policies, and the specific award agreement鈥攖o anticipate compliance questions.
7. Conduct an internal self-audit/reconciliation to identify and correct any obvious discrepancies before records go to the auditors (document any adjustments made).
8. Provide requested documents promptly and transparently, routing all submissions through the POC to maintain a clear, consistent audit trail.

In the Event of a Finding

1. Attend the exit conference to hear preliminary findings and clarify any misunderstandings on the spot.
2. Review the draft audit report (if provided) and collaborate with ORA to craft a formal management response, including corrective-action plans and timelines.
3. Implement corrective actions promptly, document completion, and file evidence with ORA to close the loop on each finding.
4. Capture lessons learned鈥攗pdate internal procedures, train staff, and refine record-keeping practices to strengthen future compliance and reduce repeat findings.

Institutional Audit Report 

The Mississippi Institutions of Higher Learning (IHL) conducts an annual institutional audit of 樱桃视频 to review the university鈥檚 overall financial statements and compliance. While FRA focuses on sponsored project audits, the IHL audit covers university-wide financial oversight. to access the latest report.  

Information and requirements related to account codes for budgeting and expense tracking on sponsored projects are managed by the Office of the Controller. To access the full chart of accounts and related resources, click here.

Budget Revisions

Rebudgeting is the transfer of funds from one budget line to another. During the course of a project, sometimes it becomes necessary to revise the original project budget. The rules for how and if rebudgeting may be done are detailed in each sponsor鈥檚 standard regulations and/or in the terms and conditions for an individual award. For any project-specific budget revision, please contact your assigned Contracts & Grants Accountant before making changes; they will provide the correct forms, sponsor-compliant guidance, and internal approval steps tailored to your award.

If a proposed budget revision affects any of the items below, you must loop in the assigned Pre-Award Administrator and obtain formal agency approval before submitting the revision:

• A reallocation of 10 percent or more of the project鈥檚 total approved budget
• Changes to the project鈥檚 scope of work
• Addition, removal, or replacement of key personnel named in the award
• Reduction of participant support costs previously approved
• Modifications to capital expenditures (e.g., equipment purchases or fabrication costs)

Engaging Pre-Award early ensures the revision follows sponsor guidelines, is routed through the proper internal channels, and is formally authorized by the funding agency.

Cost Transfer Approval 鈥� Transfer of Expenditures

Under 樱桃视频鈥檚 Cost Transfer Policy, any charge that needs to be moved onto鈥攐r off of鈥攁 sponsored project must be fully documented and submitted within 90 calendar days of the original transaction date. This deadline aligns with Uniform Guidance and , which require costs to be recorded promptly and accurately so federal funds are spent only on allowable, allocable, and reasonable activities before the award鈥檚 end date; 鈥渟pending down鈥� remaining balances at the close of a project simply to exhaust funds is expressly prohibited.

When transferring an expense from one grant to another at 樱桃视频, the PI and departmental business manager must (1) demonstrate that the cost directly benefits the receiving project, (2) document why the charge was not placed on that project initially, and (3) obtain written approval from both the ORA and, when applicable, the sponsoring agency. Cost transfers made solely to clear deficits, shift overruns, or avoid restrictions are unallowable and will be rejected.

Receipt of Funds and Payments

If your department receives any check or other payment associated with a sponsored grant, please bring it 鈥� along with any accompanying documentation 鈥� directly to the Office of Research Administration at Bond Hall, Room 327 (118 College Drive, Hattiesburg, MS 39406). 

Prompt delivery helps ensure the funds are deposited and recorded to the correct grant account without delay.

Thank you for your cooperation in maintaining compliant and accurate grant financials!

Expense Review and Approval

Invoicing and Drawdown Procedures for Sponsored Projects

ORA's Contracts and Grants Accountant assigned to your project is the designated individual responsible for the preparation and submission of all invoices and drawdown requests related to your sponsored award.

Invoicing is typically conducted on a monthly cycle, unless otherwise specified in the terms and conditions of the award.

To ensure accuracy, compliance, and proper documentation, Principal Investigators (PIs) should not prepare or submit invoices outside of the university鈥檚 established systems or processes.

Any exception to this procedure must be discussed and approved in advance with the assigned ORA accountant.

This centralized approach ensures financial integrity, avoids duplication or compliance issues, and supports timely reimbursement from sponsors.

For questions or to coordinate any sponsor-specific requirements, please contact your assigned Contracts and Grants Accountant in ORA.

Allowable Expenses

Before initiating any expenditures on a sponsored project, individuals should first review the agency-approved budget and accompanying award terms and conditions to determine whether the cost is allowable.

If there are still questions or uncertainties regarding the allowability of a specific expense, please contact the assigned ORA Contracts and Grants Accountant for clarification prior to making the purchase or incurring the cost.

This ensures compliance with sponsor requirements and prevents potential disallowances during audit or closeout.

Approval for Expenses

All expenses charged to an 鈥�800鈥� account (grant-funded account) must receive approval from the assigned ORA Contracts and Grants Accountant.

To ensure compliance with sponsor terms and conditions, all expenditures must be allowable, allocable, and properly documented. Any unapproved or non-compliant charges may be subject to removal.

Note: If the expense is prepared and submitted through SOAR FIN, it will automatically route to ORA for review and approval, and no additional routing is necessary.

Please contact your assigned ORA accountant with any questions before initiating transactions outside the SOAR FIN system.

Modifications

For modification to a project, Contact the assigned Contracts and Grants Administrator (Pre-Award).

ORA is responsible for determining whether or not a sponsored award meets the requirements of a "fixed price" award. To be considered a "fixed price" award, a project must meet each of the criteria below:

• Funds are obtained in full prior to the completion of the sponsored project or are obtained through installments as stated in the award;
• There are no financial reporting requirements;
• There are no audit requirements; and
• There is no reference to costs being reimbursable

All questions regarding salary recovery, including eligibility, calculation, or processing requirements, should be directed to Sally Downey, Assistant Director of Financial Research Administration in ORA.