| Frequently Asked Questions
I have an idea for a funded project. How should I proceed?
Discuss your idea with colleagues to gain additional insight into your concept and identify potential collaborators who can contribute valuable expertise. You also may contact the Office of Grants and Sponsored Research about your proposal early in the process. The staff can help locate funding sources and assist you with the proposal development process.
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How do I estimate the time I plan to spend on the project?
Budgeting for your salary and benefits takes careful planning so that your account will not run out of funds. Because we do not know from year to year what the state will allocate for raises, your budget is really a "best estimate." Coastal does not charge the grant account more than the actual salary and fringe benefits expenses. If you learn during the grant period that these expenses will be less than budgeted, you can request that the funding agency allow you to shift those funds to other categories for which you have needs. These requests often are approved.
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Why is the budget important?
The budget presents a financial picture of your project to the reviewer and helps the reviewer understand your project. It can also help you more accurately determine the scope of your project.
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How do I develop my budget?
First, consider your project's resource needs. Find out about the sponsor's guidelines and limitations, as well as institutional policies and procedures. Finally, make sure that you adhere to federal and state regulations. More information can be found in the Budget section of this Web site.
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I understand that the University has a federally approved Facilities and Administrative (F&A) Cost Rate. How is that applied in my budget?
Coastal's approved on-campus F&A rate (also known as Indirect Cost Rate) is 50% of salaries, wages and fringe benefits for all University personnel, including students, who will work on the project. For more information on the F&A rate, see the Budget section of this website, or contact the Office of Grants and Sponsored Research.
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If I want to ask for one course reassigned time in both the spring and fall semesters to work on my project, how do I calculate the cost of the reassigned time?
Know your current salary. If you are requesting a starting date for your project after the new fiscal year begins, you need to add some inflation to the current figure, probably a 3-4% raise (it is understood that this will be an estimate). If you teach four three-hour courses per semester, you would be requesting release time for one quarter of your academic year salary. Example: A $60,000 salary would mean that you would ask the funding agency for $15,000 in salary for a reduction of one course each semester.
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If I need to work on the project in the summer, how do I calculate the salary for that period?
A simple way to calculate: If you plan to work one month on the project, divide your academic year salary by nine. Using $60,000 as a salary estimate, you would request $6,667 in summer salary. Remember that some funding agencies, notably the National Science Foundation, do not allow more than two summer months per year on a project. For further assistance on calculating summer salary please contact the Associate Provost for Academic Affairs.
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How do I figure fringe benefits on my academic year and summer salaries?
If the funding agency requires a break-out of each fringe benefit expense (social security, retirement, medical insurance and unemployment), consult the Budget section of the website. If the agency does not require this breakdown, calculate 21.74% of the salary for fringe benefits.
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I am considering including a new position in my budget request. How should I do this?
You should work with the OGSR in developing your budget, and you should contact Human Resources for guidance on hiring procedures and appropriate compensation for grant or time-limited employees. Don't wait until the grant is awarded to create a new position!
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The funding agency requires matching funds from the University. What does this mean?
A funding agency will often require that the University contribute a specific percentage of the total project costs. For example, some agencies require a 1-to-1 match (if your total project budget is $50,000, Coastal will be asked to contribute half, or $25,000 as a match). You may be able to use cash, faculty and staff time, equipment and supplies as the match. Unrecovered indirect costs often can be used as a match. Contact your dean’s office or the OGSR for guidance in this process. The funding agency also will answer specific questions about what the University can contribute as a match.
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How do I know whether a grant application should be submitted through
the University's Office of Grants and Sponsored Research, the Coastal
Education Foundation, or just directly to the funding agency?
The application should be submitted
by whichever body will receive and administer the grant funds. If funds
will go into any University Account or if the proposed project will make
use of any University facilities beyond your office or entail any commitment
or expenditure of funds by the University, the application must be submitted
through the Office of Grants and Sponsored Research. If there are any
personnel costs aside from payments made directly to you, as in the case
of most fellowships or consulting positions, then the application must
be submitted by the Office of Grants and Sponsored Research. If you are
not sure of how your application should be submitted, contact the Office
of Grants and Sponsored Research.
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What am I, as the Principal
Investigator, responsible for?
The Principal Investigator
/ Project Director is responsible for the overall direction and successful
completion of project. To insure that all project objectives are accomplished
within the allowed time frame and budget, the project director must take
on a series of administrative responsibilities related to such matters
as fiscal management, purchasing and personnel. It is also the responsibility
of the Principal Investigator to insure that cost sharing funds are properly
spent and accounted for.
The Principal Investigator
maintains contact with the sponsoring agency's Program Officer who is
responsible for the discipline related and technical aspects. The Program
Officer is also the Principal Investigator's contact for programmatic
concerns, changes in scope of work, etc.
The Principal Investigator
is responsible for submitting a final and any other required progress
reports. Financial reports will be submitted by the Grants Accounting
Office. In most cases the University has ninety (90) days from the end
of the grant to submit all required reports. If there are any questions
as to the reporting requirements, OGSR or the granting agency should be
consulted.
Go to Appendix No. 2: Pre-Award
Step Summaries
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Why do I have to fill out
University paperwork such as Purchase Order Requisitions, Travel Authorizations
etc. in order to spend my grant money?
In general, grants are made
with the expectation that the University will apply the same standards
of accountability to grant funds as it does to public funds. Federal and
State grants require this and most private funding sources expect it.
If the University fails to apply these standards to the expenditure of
grant funds it may be required to return part or all of the grant funds
or the institution (including all faculty and students at the University)
can lose eligibility to receive future grants.
Go
to "Purchasing"
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I am applying for a grant
and the application forms asks for the signature of my "Department
Chairperson, or other University official." Who should I get to sign?
If grant funds are to be deposited
in a University Account or if the University is required to make any commitment
of funds, facilities or personnel-time, the application must be signed
by the official University signatory authority, the President or a University
Official designated by the President. Such a proposal must be submitted
through the Office of Grants and Sponsored Research.
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Who types my proposals,
reports, etc. for me?
Coastal Carolina University
policies (INST 6.00 - Preparation of Proposals and Reports and 6.04 -
Grants and Sponsored Research - Routine
Go to Appendix No. 12: University
Policies and Procedures
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I am required to submit
eight copies of my proposal. Who makes these copies?
The Office of Grants and Sponsored
Research will make the necessary copies, plus any others required for
campus distribution. Letting OGSR make the copies will help assure that
all changes and corrections which may be made prior to submission are
included in the copies sent to the granting agency.
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What do the signatures
on the" Grant Proposal/Award Processing Form" (OGSR-1) mean?
The principal investigator's
signature indicates they have reviewed the proposal and gives their approval
for its submission. Their signature also certifies that he or she is in
compliance with CCU's policies on Debarment and Suspension and Conflict
of Interest in Federally Sponsored Projects. The appropriate Dean or Director's
signature constitute their awareness of and agreement with 1) the relation
of the project to the mission of the School and the University, and 2)
commitments of time, personnel and other costs to the School. The Provost's
signature (and other university officials, if required) indicates the
proposal is appropriate to the overall mission of the university.
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