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All grant proposals must be approved by the vice president/dean of the division that includes the department seeking funding and by , the Advancement Division, which carries administrative responsibility for grant writing oversightthe VP for Finance, Business Office, and final approval from the Provost. Approval by these persons ensures that the grant is appropriate to the university mission and current strategic goals; that financial matters have been addressed appropriately; and that various institutional fund-seeking efforts are coordinated.In addition, the Advancement Division . All grant proposals are to be routed for approval via the “External Grants and Contract” routing sheet before grant application.
The routing process ensures that all grant proposals meet standards for grants as established by the university, as well as regulations promulgated by outside agencies. As needed, the division will EMU personnel experienced in grant writing and budgets may provide assistance or coordination in preparing proposals. Prior to acceptance, all awards must have the acceptance of the President or the Provost to confirm that the University is willing to commit itself to the grant conditions and requirements. Approval by the President or Provost must come prior to submission of the application. If new requirements or responsibilities are added by the resource provider after the application is submitted, re-approval by the President or Provost is required. The Advancement division is responsible for announcing grant awards and maintains files on all proposals and grants awarded.
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Grant budgets should generally include an indirect cost allowance for a facilities and administration indirect cost of at least 25.25%. Some . EMU has a federally negotiated indirect rate agreement (NICRA) of 43% on campus and 25% off campus. Some grant funders will not allow for indirect costs to be included in the budget. In those cases, it may be possible to identify additional costs for indirect functions that are permitted under the grant when identified and specifically assigned to the grant activity. Indirect cost allowances will be shared among the PI’s department and the University according to an arrangement managed by the Provost and VP for Finacne.
Grant writers must be aware of the need to provide adequate time for review by various offices involved in the application preparation process. A specific timeline is not included here because timelines vary depending on the complexity of the grant and other circumstances. Each grant application file should include a grant routing sheet (see below) that indicates the various approvals needed and obtained before submission of the application.
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- Discuss grant opportunities with department VP and Development Department Grants Coordinator
- Identify principle investigator (PI)
- Prepare the grant application
- Review grant budget with Director of Finance/Controller (Kevin Nickel)
- Review and approve application along with grant terms and conditions by department VP, VP for Finance, VP for Advancement, and Provost or President Submit application
Tasks to be accomplished when grant is awarded:
- Approval by Provost/President if any new or changed terms or conditions
- Provide Business Office with copy of grant budget and financial reporting requirements
- Grants Coordinator initiates appropriate publicity
- Business Office assigns accounting cost center and project code
- Grant funds are received
- Costs incurred and approved by PI
The Business Office can provide PI with PI must contact the Controller/Director of Finance to set up online access to grant accounting information, and /or can to arrange for monthly reports of grant financial activity to be preparedrequired financial tracking and reporting.
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Responsible Party
The Provost VP for Finance is responsible for this policy.
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This policy will be reviewed as necessary, and at least every five years.
Distribution:
Faculty/Staff Employee Handbook
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Approved by President’s Cabinet 12/22/09 December 22, 2009
Revised and approved by Provost's Council, June 18, 2020