Research Guidelines - Glossary Of Terms

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.

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 Temple Research Administration (TRA) 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 TRA and, if applicable, the funding agency.