A. CARRYOVER FUNDING In a multi-year project, carryover
allows the grantee to use the current year's
unexpended money during the following year
of the project. Permission to carry unexpended
money into the next year typically requires
the approval of the funding agency. In some
instances, the funding agency will allow
institutional approval of carryover funds.
B. CODE OF FEDERAL
REGULATIONS (CFR)
CFR is the body of rules governing the management
of federally sponsored agreements. These
rules are contained in OMB Circulars A-21
(Appendix OO), "Cost Principals for
Educational Institutions;" A-110 (Appendix
PP), "Uniform Administrative Requirements
for Grants and Agreements With Institutions
of Higher Education, Hospitals, and Other
Non-Profit Organizations;" and A-133
(Appendix QQ), "Audit of Institutions
of Higher Education and Other Non-Profit
Institutions," as well as in individual
agency policy manuals. For more information,
see Grants & Contracts Accounting's
(G&CA) web site at http://www.temple.edu/controller/grantregs.html
C. COMMUNITY OF
SCIENCE (COS)
COS is a web-based comprehensive database
of federal and private foundation funding
sources. The search engine allows investigators
to search for specific funding opportunities.
For more information, interested parties
can either contact the Office of the Vice President for Research (OVPR) or access
the web site at http://www.cos.com
D. CONTRACTS
A legal instrument used by government agencies
and other organizations for the procurement
of goods or services. It may also be used
by the federal government to acquire property
or services ultimately intended for public
use.
E. COST ACCOUNTING
STANDARDS
Accounting rules incorporated into OMB Circular
A-21 require, among other things, (1) consistency
in the treatment of costs as either direct
or indirect, and (2) consistency in budgeting
and accounting for costs. (See Code of Federal
Regulations).
F. COOPERATIVE
AGREEMENT
A legal instrument used by the federal government
that functions as a cross between a grant
and a contract. It is used to transfer property,
money, services or anything of value to
a recipient in order to accomplish a public
purpose authorized by federal statute (excluding
the purchase or lease of property or services
for the direct benefit of the federal government)
whenever substantial involvement between
the recipient and the federal government
is anticipated in the performance of the
contemplated activity.
G. COST-PLUS-FIXED-FEE
CONTRACT
This provides a fixed-fee to a for-profit
contractor in addition to reimbursement
for costs incurred. The fee remains constant,
but it can change if the scope of the contract
changes. For projects over a year in length,
fixed-fee contracts should include progress
payments.
H. COST REIMBURSEMENT
CONTRACT
This allows for the reimbursement of costs
in the performance of the contract, however,
it does not provide a fee. Educational institutions
and other non-profit institutions are usually
awarded cost reimbursement contracts.
I. COST SHARING
The University's portion of the cost of
a sponsored agreement. Cost sharing (Appendix
W) may be mandatory (required by the agency
as a condition of receiving the award) or
voluntary (incorporated into a proposal
though it is not required). Cost sharing
reduces the cost of the project for the
sponsor while increasing the cost for the
University. Investigators are discouraged
from proposing voluntary cost sharing unless
there is clear and convincing evidence that
it will make the proposal more competitive.
Note: The University recently revised this
policy.
J. DIRECT&
INDIRECT COSTS
OMB Circular A-21 defines direct costs as
those costs necessary to meet a project's
specific scientific, programmatic or technical
requirements. Indirect costs, as defined
by A-21, are those costs incurred for common
or joint activities of the University. Indirect
costs are either facilities related (library,
maintenance, utilities, depreciation, etc.)
or administrative (executive, finance, personnel,
departmental, etc.) (Appendix LL).
K. ENCUMBRANCE
Undisbursed funds for a specific purpose
on a committed project. For example: a computer
that has been ordered may not arrive or
be purchased for several months. Funds were
encumbered when the computer was ordered,
but funds are not yet recorded as having
been disbursed.
L. FEDERAL REGISTER
The Government Printing Office publishes
this daily document which informs the public
of regulations affecting federally sponsored
agreements. The Federal Register publishes
legal documents as well as rules and regulations
for implementing federally funded grant
programs.
M. FIXED PRICE
CONTRACT
Used when a recipient can accurately estimate
the total cost of the work to be done or
the goods to be supplied. The document ensures
that the contractor completes the work for
a previously agreed-upon amount of money.
N. GIFTS
Gifts support areas of endeavor which may
not have sufficient funding to complete
a task. Gifts generally do not require a
deliverable, or the rendering of, services
on behalf of the sponsor. The University
does not usually require fiscal reporting
for gifts which may be designated or undesignated
for a particular purpose.
O. GRANTS
A grant is a financial assistance mechanism
providing money, property, or both, to an
eligible entity to carry out an approved
project or activity. Grantees are typically
educational institutions, hospitals, and
other non-profit organizations.
P. GRANT OFFICER/ADMINISTRATOR
A person employed by the granting agency,
who is responsible for monitoring expenditures
and ensuring that grantor regulations are
being followed. The grant officer negotiates
the award for the grantor, approves changes
during the project, and potentially takes
action on audit findings upon completion
of the project.
Q. NO-COST EXTENSIONS
No-Cost Extension prolongs the time period
of a grant without providing additional
funding. This is used primarily when the
project is incomplete and budgeted grant
funds remain available for use in the extension
period.
R. PROGRAM OFFICER/ADMINISTRATOR
The person responsible for selecting projects
to be funded and for ensuring that projects
are successfully completed. The program
officer's primary responsibility is programmatic
or technical, not fiscal.
S. PROGRESS PAYMENTS
A method of receiving funds from a sponsor
when the grantee does not qualify for a
letter of credit or for advance payments.
Progress payments are reimbursements, for
which the grantee bills the funding agency.
T. PROJECT DIRECTOR/PRINCIPAL
INVESTIGATOR (PI)
The person designated to initiate, plan,
and carry out the project. This individual
is responsible for submitting all technical
materials. Co-PI's are not formally recognized
by some agencies, (e.g., NIH), however,
they work closely with the PI to ensure
compliance with financial and administrative
guidelines of the award including both technical
and administrative reports, justifications,
publications, announcements, etc.
U. SITE VISIT
In cases where large sums of money or long-range
support is involved, prior to making an
award, a funding agency may visit a prospective
grantee. The agency may want to obtain fiscal
information, inspect facilities and equipment,
and meet with representatives from the institution.
(Appendix KK)
V. SPONSORED PROJECTS
Sponsored projects includes programs which
are supported primarily by an outside sponsor,
conducted over a specified period of time,
and conducted in, or on, University owned
or contracted facilities. Furthermore, sponsored
projects obligate the University to the
sponsor for the performance of specified
work. Sponsored programs typically come
in the form of a grant, contract or cooperative
agreement. Their administration requires
stewardship and accountability in the management
of funds on behalf of the sponsor. Sponsored
projects ultimately require final program
and financial reports and often require
cost sharing on the part of the University.
W. SUB-CONTRACT/SUB-GRANT/SUB-AGREEMENT
A document authorizing a third party to
perform a large part of the work to meet
the requirements of an award provided to
the grantee. Depending upon the extent of
the involvement, the document may also be
called a consortium agreement. All sub-contracts/agreements
require review by University Counsel and
signature by the Vice President, Chief Financial
Officer and Treasurer.
X. SUPPLEMENTAL
FUNDS
Additional funds awarded to a grantee from
a funding agency for a project. Supplemental
funds may be available to allow a project
to continue for an extended period of time,
to expand the project's scope, or to prevent
unforeseen cost overruns. Grantees must
request supplemental funds in writing several
months before the project is due to terminate.
Y. TRANSFER BETWEEN
LINE ITEMS
Redistribution of funds from one expense
category to another after a project is underway.
Grantees must obtain permission for such
transfers from OVPR and, if applicable,
the funding agency.
