Sponsored Programs

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A. Assistance

1. The business office is available to assist you with preparing your proposal to a granting agency. We can provide internal budgets and account management assistance.

1. Deadlines - please be aware that the university policy regarding routing of proposals through sponsored program services requires that most finished proposals be in the business office 4 business days prior to the submission date. The proposal must be complete and in final form. The full policy can be reviewed at the following web address: http://www.purdue.edu/research/vpr/proposal/docs/
   Proposal_Submission_Deadline_Policy.pdf NOTE: The submission date is considered the date that the proposal must leave Purdue in order to arrive at the sponsor on time (typically one business day prior to the due date)
2. Facilities and Administration cost (F&A) - also known as overhead or indirect cost.
   1. Current rates located at the following web address: http://www.purdue.edu/sps/doc/farates.doc
   2. Items which do not charge F&A:
      1. Graduate fee remits
      2. Capital equipment (over $2,500)
      3. Subcontract amount over $25,000
3. Cost Sharing - Cost sharing means that portion of a project or program costs that are not covered by the sponsor.
   1. requests for university cost sharing (other than release time) should be discussed with the department head and dean well in advance
   2. Please obtain written approval and provide to the business office
   3. Typically the university will not agree to cost sharing if it is not required by the sponsor
4. Budgets - Please notify the business office as early in the process as possible (preferably 10 business days or more before submission date) in order to obtain internal budgets.
   1. Maintenance and repair of existing equipment should be included to allow repair of your existing equipment being used on this project.
   2. Foreign travel needs to be budgeted separately from domestic travel - details of trips expected should be included in the budget justification.
   3. Clerical salaries and office supplies are not allowed on sponsored programs funds according to federal cost accounting standards guidelines - if there is a specific circumstance that can be justified they should be budgeted separately and justified as unlike circumstances (this should typically happen only for large center type proposals).
   4. General purpose equipment (includes minor equipment, i.e. computers and printers) is typically not allowed on sponsored programs funds unless it has been justified in the budget justification.
   5. Capital equipment needs to be listed separately and details of what is to be purchased should be included in the budget justification.
   6. Consultants should be justified in the budget justification (note that separate agreements will be required in order for them to perform the service (see section titled "Consultants"-Section II)).
   7. Subcontracts - Required paperwork:
      1. Original signed letter from their institutional representative
      2. Statement of work
      3. Budget paperwork and budget justification NEEDS TO BE INCLUDED WITH PROPOSAL WHEN SUBMITTED TO SPONSORED PROGRAM SERVICES
5. Documents required for final submission
   1. Proposal transmittal checksheet (see Appendix U - available on the w:drive/forms) MUST BE PRINTED ON YELLOW PAPER
      1. Faculty member should obtain all co-PI and co-PI department head signatures prior to bringing to the business office
   2. Internal budget papers
   3. Cost sharing Form 32 (if applicable - business office prepares)
   4. Actual proposal and all forms required by sponsor
      1. In addition to the number of copies required by the sponsor - please provide 2 extra copies (for business office and sponsored program services)
   5. Subcontract paperwork (if applicable - see above)
   6. Business office will review and obtain department head signature
   7. Faculty member will be notified that the proposal is ready to be delivered to the Ag Field office

C. Award Process

1. Electronic Notice of Award - faculty member and business office will receive an e-mail notice indicating the university account number and budgeted amounts once an award document has been received in sponsored program services.
2. AIMS (Account Information Management System) - provides account budget and expenditure data as of previous day - Located at the following web address: https://www.purdue.edu/aims/
3. Reports - Please provide the business office and sponsored program services with a copy of the cover sheet when submitting reports to the sponsor.