The Office of Sponsored Programs provides assistance to faculty and staff in reviewing award agreements, negotiating terms acceptable to the investigator and satisfying university policy concerns. Sponsored Programs staff assist with award management and clarifying regulations, advise on allowable costs, subcontracts or revisions; and help resolve administrative problems that arise during the course of the project. Upon accepting the agreement, sponsored programs staff:
Assist the principal investigator in managing the award and help to clarify agency regulations and policies;
Advise on such matters as allowable costs, subcontracts, or revisions; and
Help resolve administrative problems that arise during the course of the project.
To ensure that they understand their responsibilities in managing their project, first-time investigators should meet with OSP staff as early as possible.
This presentation is an overview of the Facilities and Administration rate. It will discuss what it is, how it is determined, applied, and distributed at Kent State University.
Document that provides an overview of proposal submission and award management workflows at Kent State University for Sponsored Programs, Foundation Relations, and Corporate Relations.
Reference document to ensure cost transfers on sponsored projects are requested in a timely manner, adequately documented, sufficiently reviewed and approved, and in compliance with federal, agency, and university regulations.
Form to request changes to an award such as no-cost extension, budget revisions, personnel time. Clicking the link on the left will initiate a request in Dynamic Forms. IPAF Instructions.
Link to the Grants Accounting site where other forms and workflows needed for Sponsored Projects may be located (e.g. Cost Transfer Request, Salary Distribution Revision)
Examples of costs that may generally be charged as direct costs vs. those covered by Facilities & Administrative Costs and not generally charged to the Sponsored Agreement.
Defines roles and responsibilities of Grants Accounting, Sponsored Programs, the department, the PI, and the Office of Internal Audit in award administration.
Principal Investigators are responsible for the day-to-day direction and administration of their project and must comply with all university and agency policies and regulations. OSP staff members are available to advise and assist. The OSP staff has expertise in the areas of cost principles, agency regulations and compliance issues.
Principal Investigators are also responsible for monitoring all expenditures charged to the grant account and ensuring that charged expenditures are allowable. To ensure the effective allocation of resources, the OSP staff can assist in interpreting month-end financial reports and in projecting expenditures to the end of the grant period.
Reporting Requirements
Requirements for project technical and financial reports are set by the funding agency. These types of reports are typically required.
Technical reports – Most agencies require an annual progress report and a final technical report. Principal Investigators are responsible for preparing these reports. OSP staff will transmit them to the funding agency on the investigator’s behalf. As part of the requisite official grant record, the Principal Investigator must file a copy of all reports with OSP. These records are reviewed as part of our annual audit.
Financial reports - The grant accountant assigned to the project prepares the financial report based on the expenditures recorded in the account. Principal Investigators have the opportunity to review the financial report prior to submission to the funding agency.
Project closeout – After the project’s termination date, no additional expenditures may be incurred. Funding agencies normally require the final technical and financial report 90 days after the project ends. The 90-day period permits sufficient time for expenditures incurred before the end of the project to be liquidated and gives the principal investigator time to prepare the technical report. Patent disclosure, equipment disposition, and other required reports may be submitted after the termination date or with the final report. Grant/contract records are subject to annual audit; they must be retained for a minimum of six years from the date the final reports are filed.
Changes to Funded Sponsored Programs
Certain changes to a funded sponsored project must receive prior approval from the sponsoring agency, while other revisions may be approved institutionally through ‘expanded authorities’ granted to Kent State. Any desired changes to an existing sponsored project should be requested by submitting a completed Institutional Prior Approval Form to OSP. Click here to initiate a request in Dynamic Forms. The requested modifications will be reviewed and any necessary agency approval received. Completing this process before implementing changes will ensure that incurred costs are allowable.
