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The term “grants and contracts” may describe a variety of arrangements that can have differing accounting treatment and requirements, depending on all the facts and circumstances. In In this policy document, “grant” will refer to the full range of external grant and contract arrangements in support of scholarship and practice. This policy does not apply to resources provided to the University in response to a mass appeal, where there is no ongoing reporting responsibility, or where the resource provider has no expectation of a specific “deliverable”. The policy generally does apply to situations where the resource provider has the expectation of receiving ongoing reporting on the use of the funds, and where there is an obligation to create or continue programs producing “deliverables” in exchange for resources provided. A grant subject to this policy will generally require a written grant application and/or acceptance agreement as documentation, and generally requires a budget projecting anticipated use of the funds granted. Grants will generally be reported in the University financial statements as “nongovernmental grants and contracts, or as “governmental grants and contracts” and not as gifts or contributions.
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- Grant funding may provide compensation equal to a person’s full-time salary. Any exceptions will be negotiated with the appropriate vice president/dean in consultation with the president. In the case of faculty, summer earnings should be negotiated with the vice president/dean and are not subject to the limitation outlined in the University Faculty Handbook (section 2).
- The freedom of the researcher to report results will be preserved even in cases where the research may be supported by an agency for which the results may be negative in some way.
- A department should not be so dependent on grant funds for its existence that grant termination would necessitate closure of the department.
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All grant proposals must be approved by the vice president/dean of the division that includes the department seeking funding, the Advancement Division, the 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. All grant proposals are to be routed for approval via the “External Grants and Contract” Contract” routing sheet before grant application.
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Grant budgets should generally include an indirect cost allowance. EMU has a federally negotiated indirect rate agreement (NICRA) of 43% on campus and 25% off campus. Some 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 FinacneFinance.
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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This policy will be reviewed as necessary, and at least every five years.
Distribution:
Employee Handbook Handbook
Approved by President’s Cabinet December 22, 2009
Revised and approved by Provost's Council, June 18, 2020
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