Major Research Institutions

Answers to your questions

1. I now realize that supplies charged to my current federal grant were not subsequently utilized on that project. What should I do?

Answer: Ask the department administrator to generate a cost transfer to the appropriate grant. Provide an explanation that justifies the transfer.

2. I now realize that I may have inadvertently charged items that I should not have charged to my closed out federal grant. What should I do?

Answer: Call SPA.

3. My reported effort rarely reflects actual effort on my grants; it often reflects available budget dollars. What should I do?

Answer: The effort percentages that are certified by the faculty member on his/her Personnel Activity Report (PARs) should reflect the actual effort performed on that project. If the pre-printed percentages on the PAR are not correct, the faculty member can manually revise the figures to the appropriate level. If it does not, work with the departmental administrator to correct the PARS before signing.

4. I always make a concerted effort to spend every dollar of grant funding, even if it means loading up on supplies in the last month of the grant period. How do I correct this apparent red flag without bring attention to myself?

Answer: It is best to appropriately charge the expenses associated with the project as they occur. Items charged to the grant must provide a direct benefit to the project during the grant period (i.e., charges are allocable to the project). WU encourages all faculty members to utilize the PI Financial Report that is available through the department administrator. This report allows PIs to monitor expenses throughout the life of the project so they can plan expenses and monitor the project budget balance. The best way to correct the situation above is to clearly describe the project need for the large purchases during the last several months of the grant period (document, document, document).

5. I need a computer to analyze the data for my project. Why do I have to provide a justification for this?

Answer: "Special purpose" equipment (used for only research, medical, scientific or other technical activities) can be direct charged to a grant. The PI should provide an explanation of how the computer will directly benefit the project. Computers can also be considered "general purpose" equipment, and these items should not be direct charged to a grant. The PI should make a clear distinction of the equipment type (special purpose vs. general purpose) in the purchase order.

6. I am paying my subcontractor regularly but have not yet received data. As the PI, I am responsible for sub-recipient monitoring, so what am I supposed to do?

Answer: Contact the PI at the other institution and ask for some information on the status of the work being performed on your behalf. Once you have that information, it will help you know the status of the project. If you think, the project is in trouble, seek help from the Research Office or Grants and Contracts.

7. Individuals paid from the training grant (T32) do not receive a PAR? Why?

Answer: NRSA trainees receive a monthly stipend to support their living expenses and these amounts are excluded from the PAR reports. These individual are not considered employees because they are not paid to perform a service. Per the federal regulations, the PAR reports are designed to only capture salary/wages for University employees.

8. My administrator tells me that I do not have anymore budget dollars on my RO1 research grant, but I have a balance on my American Heart grant. I need to cover my research costs, so why can't I charge to the available grant? The research is very similar...

Answer: The terms and conditions of each award govern the use of funds for each project. Federal [A-21] and University guidelines require that expenditures must be allocable (specific) to each project and support the scope of the project.

9. I have never signed my travel reports nor provided itemized meal receipts and I have always been reimbursed.

Answer: The WU travel policy requires such documentation and signature. Not following WU policy could result in funds being repaid to the Federal government if your project is ever audited.

10. I am going to London later this year to present a paper about my work on federal grant #123. The flights on British Airways fit into my schedule better than those offered by American. Do I have to use American?

Answer: US flag air carriers must be utilized for foreign travel on federal grants and contracts, regardless of cost or convenience.

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