Information designed to assist departmental research administrators — professionals who work with researchers in their unit and with contract-and-grant experts in the Research Office in establishing, maintaining, and closing out research awards. If you are seeking guidance on developing a proposal and its budget, please see the Proposal Guide.

GRANT DEVELOPMENT

Responsible Participation

Read the Award

Budget

Responsible Participation

Read the Award

Budget

Computing Devices

Award Setup

Cost-Share

Computing Devices

Award Setup

Cost-Share

Subcontracts Issued by UD

Consulting Agreement

Program Income

Subcontracts Issued by UD

Consulting Agreement

Program Income

Fabrications

Personnel

Labor Allocation Module (LAM)

Fabrications

Personnel

Labor Allocation Module (LAM)

Effort Administration

Gifts vs. Sponsored Project

NIH Salary Cap Calculator

Effort Administration

Gifts vs. Sponsored Project

NIH Salary Cap Calculator

Participant Support Costs

Participant Support Costs

 

GRANT MANAGEMENT

Administrative Salaries

Billing

Budget Revisions

Capitalizing Fabrications

Administrative Salaries

Billing

Budget Revisions

Capitalizing Fabrications

Cost Accounting Standards (CAS)

Cost Allocations

Cost-Share (Equipment)

Cost Transfer (Journal Vouchers)

Cost Accounting Standards (CAS)

Cost Allocations

Cost-Share (Equipment)

Equipment Cost-Share

There are several types of cost-share that can be part of an award. The type of cost-share determines how it is tracked. Effort cost-share will be discussed later in this section under “Reconciling Transactions.” The cost share policy can be found here: Cost Share Policy

Research Office Equipment Cost-Share — A separate Purpose is established to track this type of cost-share. All transactions using these Purposes should automatically be populated with the ProjectID. However, it is possible that some transactions may appear in Financials without the Project ID. If this should happen, it is important to contact the responsible department to correct the transaction (i.e., if a Purchase requisition, contact Procurement, JV-initiating department) or the expense will not be reflected as cost- share related to the grant.

Other Equipment Cost-Share — Match funds from UD sources other than Research Office may not have a separate Purpose established. There are several different ways to track these transactions.

Populate the Project ID in the Project ID field when a transaction is initiated. For example, in a purchase requisition, you would fill in this information at the time the Requisition is submitted. If you are using your departmental supplemental funds Purpose (such as CHEM17S000), the Project ID field is normally blank. By filling in the Project ID, you can run queries to pull all cost-share transactions together, regardless of funding source.

Useful queries for tracking cost-share are:
GMQ_CS_COMMITTED_EXPENDED_V — Shows cost-share (match) committed and spent amounts by project.

GMQ_PO_W_CS_BY_PROJECT — Returns PO data by Project ID and PO and cost-share (details).

Cost-share must be verifiable or it may be disallowed. If the department is not able to document that the committed cost-share was provided, a percentage of the awarded funds may be returned to the sponsoring agency.

More information about Equipment Cost Share

 

Cost Transfer (Journal Vouchers)

DHHS Salary Cap

Effort

GSA Lodging Rate Guidance

Grant Transfer Procedure

DHHS Salary Cap

Effort

GSA Lodging Rate Guidance

Grant Transfer Procedure

Meals (non-travel)

Monitoring Expenditures

No-Cost Extensions

NSF Two-Month Rule Policy

Meals (non-travel)

Monitoring Expenditures

No-Cost Extensions

NSF Two-Month Rule Policy

Record Retention

Reporting

Residual Balance Transfer

Subcontracts

Record Retention

Reporting

Residual Balance Transfer

Subcontracts

Service / Maintenance Contracts for Equipment

UDX and Concur Guidance on Sponsored Programs

Unallowable Costs

Useful Tools

Service / Maintenance Contracts for Equipment

UDX and Concur Guidance on Sponsored Programs

Unallowable Costs

Useful Tools

 

CLOSING THE AWARD

Automated Closeout Report (ACR) Job Aid

Automated Closeout Report (ACR) Webform

Closeout Timelines and Escalation

Automated Closeout Report (ACR) Job Aid

Automated Closeout Report (ACR) Webform

Closeout Timelines and Escalation