2.1 “Financial and Administrative Costs” (sometimes known as indirect costs) means the costs of general support and administrative management necessary for proper implementation of an externally funded project. These costs include, but are not limited to:
2.2 “Principal Investigator” (PI) means the Employee who initiates the application for the external funding, and, if funding is received, is responsible for the administration of the project. When there is more than one PI, the term applies to them collectively.
2.3 “Sponsored Projects” (projects) means specific educational, creative, and/or research projects funded by third parties.
2.4 “Sponsoring Agency” means the governmental and/or non-governmental organization or private party not associated with the University which provides funding for the project.
4.1 Application Review and Approval Process. The PI shall submit a completed Internal Approval Form for Sponsored Projects along with a complete project application for official University review and approval. Applications shall not be submitted to the sponsoring agency until all required reviews and approvals are completed. The following are a part of the official review and approval process and are listed in the order the reviews and approvals shall proceed.
4.2 Legal Applicant Name. All applications for sponsored funding shall be submitted in the name of Washburn University of Topeka.
4.3 Application Deadline. The PI’s deadline for submitting the application for the reviews and approvals as outlined in Section 4.1 above is 14 days prior to the sponsoring agency submission deadline. Applications submitted after that date may not be ready by the sponsoring agency due date.
4.4 Human and Animal Subject Research. A PI shall submit an application to the Institutional Review Board (IRB) for approval of a proposed research project involving human subjects. For projects involving animal subjects the application shall be submitted to the Animal Care Committee. An application for this type of project is not ready for submission to the Department Head until the IRB approves the research activity. See the Faculty Handbook, Appendices IV and V.
5.1 Grants Facilitator Responsibilities. The Grants Facilitator shall provide resources and assistance to:
5.2 Other Assistance. The Grants Accountant is available to assist in the preparation of the project budget.
5.3 Sponsored Project Tracking. The Grants Facilitator shall maintain files for all proposed and pending project applications.
5.4 Grants Office Contact. For information about available technical assistance for application preparation (including forms and materials), visit the following website: http://www.washburn.edu/php/grants-office/index.php.
6. Post Award--PI Financial Administrative Responsibilities. The PI shall be familiar and comply with University regulations and procedures governing project proposals. The PI is also responsible for the administration of projects. Following are additional regulations and procedures for which the PI is responsible.
6.1 Financial Information/Control. The PI shall maintain detailed financial information and control of the project jointly with the Grants Accountant. (See Section 6.3 below.)
6.1.1 Commitments against a project shall be made only after:
6.1.2 All expenditures shall be authorized and made:
6.1.3 Process close-out expenses according to the sponsoring agency’s requirements.
6.2 Financial Reporting. The PI shall:
6.3 Budget Changes. The PI shall consult with the Grants Accountant to request any changes in the project budget. Official requests for budget changes shall be submitted to the sponsoring agency through the Grants Accountant.
6.4 Patent Reports. The PI shall, with the assistance of the Grants Facilitator, prepare and submit required patent reports, if applicable.
6.5 Project Related Correspondence. The PI shall:
6.6 Compliance. The PI is responsible for:
6.7 Drug Free Policy Statement. Each Employee in a federal grant activity shall be provided a copy of the University’s Drug Free policy statement by the PI responsible for the activity.
6.8 Additional Responsibilities. The PI shall, as required, prepare and submit:
7.1 Financial. The Grants Accountant shall be responsible for maintaining the official financial records, and control of financial aspects of the project including, but not limited to:
7.2 Compliance. The Grants Accountant is responsible for:
7.3 Files. The Grants Accountant shall maintain post award files including, but not limited to:
7.4 Project Equipment.
7.4.1 Ownership of any equipment purchased for the project shall be ascertained by the Grants Accountant. Ownership must be documented in writing by the awarding agency.
7.4.2 Final equipment inventory reports required shall be prepared and submitted to the awarding agency by the Grants Accountant.