Contracts and grants are important to Jacksonville State University.  Funds provided to support sponsored projects are a significant financial resource for JSU. 
Grants, Contracts and Agreements are to be processed and approved as noted in Business Procedure No. BAII:05:01.  See Grants & Contracts brochure.  For further information, see related memo from the VPABA.

APPLICATION PROCESS:
* The Principal Investigator writes the grant and submits it with an “Approval Form for Sponsored Projects” (BA Form 42).  Routing protocol must be observed.
* All Proposals must be approved by the Vice President for Administrative and Business Affairs (226 Bibb Graves Hall) or the President before being submitted to an outside agency. 
* Copies of all proposals must be provided to the Associate Vice President for Academic and Student Affairs (201 Bibb Graves Hall) after final approval. 

FINANCIAL POINTS TO CONSIDER IN PROPOSAL:
1. Award Amount
2. Period of performance
3. Cash and/or In-Kind Matching including sources of funds and budget number
4. Method of payment from sponsor
5. Program Revenue Generated
6. Project Budget by Expense Category
7. Fringe Benefits Rates* 
                                                      2006/2007
        F.I.C.A.                                       7.65%
        Matching Retirement                    9.36%
        T.I.A.A.                                       5.00% 
        Unemployment                              .04% 
        Health, Disability, Life Ins.           44.04%
       Total                                           66.09%

8.   Indirect Cost Rates: 
Research Grants                                44.00%            (Salary/Wages only)
Dept. of Education                                8.00%            (Total Direct Cost) 
9.  A statement that JSU reserves the right to adjust spending on the contract as required for changes in fringe benefit rates.
*Based upon a $20,000 annual salary and subject to annual revision. 

AFTER THE AWARD:
*  The Principal Investigator submits the award notification to the Vice President for Administrative and Business Affairs (226 Bibb Graves Hall) for approval. 
*  Copies of the award document, a project budget and a Request for Sponsored Projects Account form must be sent to the Associate Vice President for Academic and Student Affairs (201 Bibb Graves Hall).
*  An Account number is assigned and the Principal Investigator is notified. 
* The Principal Investigator processes the Payroll Action Form for salaries of current employees who are to be charged to the project or to a matching account, if applicable.  A request to post a position is sent to Human Resources for a new employee.
*  The Budget Manager may begin charging project cost to the account.

BILLING/PAYMENT:
* The Principal Investigator prepares an invoice and submits it to the agency.  A copy is sent to the Restricted Funds Accountant for verification. 
* If required, the invoice is signed by the Vice President for Administrative and Business Affairs and mailed to the agency. 
* Payment should be sent directly to the Bursar’s Office.

REMEMBER . . . . .
Applications for outside funding must be approved by the Vice President for Administrative and Business Affairs before being submitted to an outside agency. 
Since fringe benefits vary depending  upon employment circumstance, each application should include a statement that JSU reserves the right to adjust spending on the contract as required for changes in fringe benefits rates.

Schedule expenditures to match the time frame of the project. 
Cash and In-Kind Matching Funds must be verifiable and auditable. 
Approval of the granting agency may be required to transfer funds within the budget.
The principal investigator is responsible for the preparation of invoices to the agency providing funds for the grant/contract. Invoice copies should be sent to the Restricted Funds Accountant.
The principal investigator is responsible for maintaining time records for audit purposes.
The department involved must cover unreimbursed project costs.