Grants

Our Research Administration team oversees the compliance and financial reporting for awarded grants. The grant application process is supported by the Office of Research and Sponsored Programs.

Overview

Our Research Administration team is here to help you manage and closeout your grant.

Your Role

  • Principal Investigator (PI). As the SHSU awardee of the grant, you are responsible for the completion of work and reporting per the grant's term agreement.
  • Departmental Admin. You are responsible for coordinating administrative duties, such as purchasing, travel, and hiring.

Once your grant award is received, you will:

  1. Attend kick-off meeting. Our Research Administration team will review your reporting requirements and role. We will send you an invitation via email.

  2. Hire grant personnel. Human Resources will assist you with the hiring process. The department is responsible for entering an EPAF to create the selected candidate's employment record. ORA should be added to each EPAF approval queue.

    How to hire

It's time to work! During your period of performance, you will:

  1. Meet objective(s). You will perform and monitor work to meet the grant goals.

  2. Monitor work hours. Approve timesheets and leave reports through the Payroll office.

    How to approve time

  3. Certify effort. We’ll email you when it’s time.

    How to certify effort

  4. Purchase goods and services. Procurement & Business Services will assist you with your purchasing needs.

    How to purchase

  5. Monitor sub-award agreements. Agreements used to delegate responsibility to a partnering entity.

    Find account code

  6. Monitor budget. Use Banner screen FRIGITD to check your budget

  7. Submit performance reports. Reporting requirements are outlined in the award terms.

The closeout process begins 90 days before your grant expires. Closeout is the process by which the awarding entity determines that you've met your objectives and reporting requirements. 90 days before your grant's expiration date, you will:

  1. Request extension, if needed. Refer to the Office of Research & Sponsored Programs (ORSP) to file an extension.

  2. Process final purchase orders (POs). Receipt purchase orders in BearKatBuy for open POs.

    BearKatBuy

  3. Review expenses to verify that all charges are project related. Contact our Research Administration team if corrections need to be made.

The final stage of a grant consists of the timely submission of all required reports and stopping the use of funds. Expenses cannot incur past the termination date.

  1. Change personnel funding. All personnel must be moved to different funding sources by the end date.

  2. Submit final reports to your grant accountant. Reporting requirements are outlined in your award terms. All financial reports will be submitted by our Research Administration team to the funding entity.

Budgeting

Grant budgets are created when an award is issued to Sam Houston State University. Our Research Administration team enters each grant budget into Banner. This can be viewed at any point during the year and is not tied to SHSU’s fiscal budget year. All adjustments to a grant budget will be done by your grant accountant. To make a change, notify your grant accountant.

  • Checking Your Budget

    The best way to look up budget for a grant is to use the FRIGITD form in Banner. The FRIGITD form covers all grant years (from inception to current date) by default, but a specific month and year range can be entered as well.

    Using FRIGITD in Banner

    1. Navigate to Banner
    2. Enter FRIGITD or Grant Inception to Date into the search field
    3. In the fund field, put in the 6-digit fund # (e.g. 251580), the first 6 digits in your grant FOP
    4. Check the ‘By Sponsor Account’ box
    5. Click ‘Go

    The rest of your FOP will automatically fill in and you will see your budget according to the sponsored account pools, which include:

    • A1, Salaries
    • A2, Benefits
    • B, Travel
    • C, Capital Equipment
    • D, Consumable Supplies
    • E, Other
    • F, Subcontracts & Participant Support Costs
    FRIGITD screen with highlighted fields
  • Review Grant Transaction Details

    Using FRIGTRD in Banner

    1. Navigate to Banner
    2. Enter FRIGTRD or Grant Transaction Detail into the search field
    3. In the fund field, put in the 6-digit fund # (e.g. 251580), the first 6 digits in your grant FOP.
    4. Optional — Enter in the dates
    5. Click ‘Go
    6. Enter any other fields that you might want to filter by (e.g. account, program, or organization)
    7. Click ‘Go
  • Factoring Indirect Cost

    The Available Balance at the bottom of the screen shows total available balance for the grant; however, Indirect budget is included in this balance and must be deducted to determine the spendable remaining budget.

    Indirect costs represent the expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs. Indirect or Facilities & Administrative (F&A) costs are calculated at a pre-determined agreed percentage of direct costs to cover SHSU overhead and cannot be spent on the project.

  • Find Grants by PI

    Using FRIPSTG in Banner

    1. Navigate to Banner
    2. Enter FRIPSTG or Grant Personnel Inquiry into the search field
    3. Enter the Principal Investigator’s Sam ID with the leading zero’s
    4. Click ‘Go

Expenses

All expenses must be allowable, reasonable, and allocable. Expenditures must incurred within the grant period of performance.

Account Codes

Salary

SHSU Faculty, staff and student gross salary and wage amounts.

Fringe

SHSU Faculty and staff are budgeted at 32.4% fringe rate for the employer fringe benefit costs. Actual benefits are charged based on current tax rates and employee benefit choices at the time salary is paid. Under grad and Grad students are budgeted at 7.65% FICA/Medicare of their salary. The employer portion for health insurance premiums for grad students is also included.

Travel

Travel includes airfare, ground transportation, lodging, mileage, parking, per diem & incidentals. Travel does not include conference registration as it is budgeted in ‘Other Costs’.

Capital Equipment

Capital equipment is defined as having a useful life of more than one year and costs $5,000 or more per unit.

Supplies

All consumable supplies and materials. Examples include chemicals, reagents, and clinical supplies.

Other Costs

Various costs such as Contractual/consultant services, meeting expenses, conference registration, printing, expendable equipment, and tuition remission.

Participant Support

Participant support costs are direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects. A participant is defined as the recipient, not the provider, of a service or training. Uniform Guidance states that participant support costs are exempt from F&A on federally sponsored projects. Participant support payments should be entered using only the expense account codes that starts with ‘799’.

Sub-Award Agreements

A sub-award, sub agreement or subcontract is an agreement issued by SHSU under its prime award to another organization to perform a substantive portion of the sponsored project.

The sub-recipient’s PI should submit performance reports and financial documentation sufficient for SHSU to determine progress and that objectives are being met. Sub-award payments should be entered using only the expense account codes that starts with ‘798’.

Cost-Sharing

Cost-sharing (matching) refers to committed resources to a project that are not funded by the sponsor. May be University sponsored or third party, depending on sponsor requirements. This generally is used only when mandated by the sponsoring agency.

Certify Effort

Effort certification is a process mandated by the federal government to verify that direct labor charges to, or cost shared on, sponsored projects are accurate, timely and reflect the actual level of work performed. The following instructions will guide you through this process.

Certify Your Time

  1. Go to the Employee tab in MySam
  2. Click on the ‘Banner Employee Profile’ link, located in the far right column, first box
  3. Click on the ‘Effort Certification’ link, located in the My Activities section
  4. Double click on each name to open up the record
  5. Click ‘Certify’ if record is correct

Certify Your Employees' Time

  1. Go to the Employee tab in MySam
  2. Click on the ‘Banner Employee Profile’ link, located in the far right column, first box
  3. Click on the ‘Effort Certification’ link, located in the My Activities section
  4. Select Review or Certify Reports to certify your employees’ time on the grant
  5. Click the Status
  6. Highlight the Status. It should say Awaiting Certification, if not click the pull down and choose Awaiting Certification
  7. Click Go
  8. Double click on the record Review the effort
  9. If correct, click Certify at the bottom of the screen. If incorrect, click on Request Changes and type the changed needed with an explanation.
  10. To continue certifying additional records, hit the x in the upper right of the record and it will take you back to the list of records.

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