Office of Sponsored Projects - Policies Office of Sponsored Projects - Policies

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Approved By:  Vice President of Academic Affairs on August 8, 2019 

This document concerns the rights and obligations of faculty, staff and students pertaining to privately and governmentally sponsored projects (i.e., grant and contract funded) at Eastern New Mexico University (ENMU).

1.          ENMU recognizes the right of faculty, staff, and students to solicit, conduct, or participate in privately and governmentally sponsored activities, whether such activities are classified or not, so long as it is within the limits of existing ENMU policies as detailed in the faculty, staff, and student handbooks.

2.          Sponsored activities at ENMU are justified when they align with the Institution's mission, contribute toward the professional development of the faculty, staff, and/or students, or they provide opportunities for enriching educational experiences.

3.          The President has designated the Manager of Sponsored Projects as the reviewing and coordinating officer for all project proposals submitted to outside agencies. The Office of Sponsored Projects provides access to grant materials, helps locate sources of potential funding, advises and assists with proposal presentation and University administrative procedures; and reviews the work plan, commitments and budget. The Office of Sponsored Projects Manager, in conjunction with the Business Office, will coordinate negotiations between the sponsoring agency and ENMU.

4.          The President has designated the Vice President of Academic Affairs (VPAA), the Assistant Vice President of Research (AVPR), and the Office of Sponsored Projects Manager as the Authorized Institutional Representatives (AIR) for the submission of project proposals and the acceptance of proposal awards.

5.          The Office of Sponsored Projects has established supplemental procedures (Procedures for Sponsored Projects) to ensure the effective implementation of ENMU's policies concerning sponsored activities.

6.          The Business Office, is designated as the fiscal approval authority for the University. In this capacity, the Business Office will coordinate closely with the Project Investigator / Project Director (PI/PD) and the Office of Sponsored Projects Manager. The Business Office will ensure that modification of grant and contract budgets are enforced, and prior approval requirements are in accordance with the regulations of the sponsoring agency. The Business Office is also responsible for all sponsored projects billings.

7.          Final authority for accepting and signing contracts is vested in the President of the University, who may designate such responsibility to an Authorized Institutional Representative (i.e., appropriate Vice President, Assistant Vice President, or Manager).

8.          A faculty member (9-10 month contract/academic year) or staff person (12-month/year-round) whose salary is paid in full by the University may not engage in sponsored projects for extra remuneration except under specific conditions and when deemed by the administration to be in the best interests of ENMU and the individual involved. Conditions that must be met for extra compensation are:

a.      Funds must be provided in the grant or contract to compensate the specific responsibilities to be assumed by the faculty or staff person; and

b.      The sponsored project responsibilities will be conducted largely outside the individual's regular work hours or outside of the contracted work period, as determined by the employee, his/her supervisor, the Office of Sponsored Projects, Human Resources, and the appropriate Vice President; and

c.      Written approval from the chairperson and dean, or department director, Human Resources, and the appropriate Vice President are provided.

9.          When the contract or grant calls for faculty release time from regular University duties during the regular academic year, the basic nine/ten-month salary from the instructional budget will be reduced proportionally. The reassigned time, which frees instructional budget funds to pay alternate instructor(s) to teach those course(s) will revert back to the department budget. The following must also be true:

a.      Funds must be provided in the grant or contract to compensate the faculty member for his/her reassigned time, freeing institutional budget funds to pay alternate instructor(s) to teach the course(s) released; and

b.      The faculty member seeking reassigned time and his/her department must assist in identifying and recruiting appropriate instructor(s) for the course(s); and

c.      The written approval from the chairperson, dean, and Vice President for Academic Affairs for the reassigned time must be provided to the Office of Sponsored Projects prior to working on the initial budget for the project.

For federal sponsored projects see 2CFR Part 200.430  "Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards

10.      When the contract or grant allows for a regular full-time employee to receive additional compensation, in addition to their regular twelve-month (annual) salary, the following must all be true.

a.      Funds must be provided in the grant or contract to compensate the staff member for his/her additional responsibilities; and

b.      The staff member seeking additional compensation must provide services that are substantially greater than their institutional position entails resulting in more hours worked than the standard work week; and

c.      The staff member must have the written approval of their immediate Supervisor, Manager, Director, the Office of Sponsored Projects, Human Resources, and the appropriate area Vice President, prior to any additional compensation requests or payments.

11.      Full time employees on external funding must adhere to the following budget guidelines:

a.       Proposals submitted for funding must have salary lines that include full mandatory fringe benefits for each of the positions listed in the proposal, and

b.      Insurance benefits calculated at the full family benefit to ensure there is ample funding for any person/persons that are hired for the project; or

c.      If the project is currently active and fully staffed, your annual budget may be based on actual insurance benefits for the current employees, with the exception of one line. One fringe line will be calculated at one level higher than the current rate, using the "high" benefit option. For example, if the current employee had Blue Cross Blue Shield, low option for two people, for budgeting purposes, their insurance will be calculated at Blue Cross Blue Shield, high option for family.

Note: Full-time employees, funded by external activities, are subject to continued project funding. If funding terminates for any reason, the position will be terminated.

12.      Any and all income and expenses generated by a sponsored project shall be assigned specific accounts, established at the time of award, by the Business Office grant budget set up. Use and allocation of income shall be determined by applicable regulations of the sponsoring agency and/or an agreement between the Project Director or Principal Investigator, the Sponsored Projects Manager, and the Director of Accounting. All expenditures of project income must be approved by the Office of Sponsored Projects.

For federal sponsored projects see 2CFR Part 200.318 "Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards

13.      Any and all equipment purchased with external funds is the property of Eastern New Mexico University unless otherwise specified by the sponsoring agency. Upon request, the Grants and Contracts Director will negotiate equipment ownership issues with sponsoring agencies.

For federal sponsored projects see 2CFR Part 200.313 "Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards"

14.      The Project Director or Principal Investigator must conform to all sponsor imposed policies and procedures as well as applicable University policies and procedures in the management of the project, with special emphasis on the Procedures for Sponsored Projects, Procurement and Reimbursement Policy, the Travel Policy and Procedures, the Procurement Procedures and the Reimbursement Procedures.

For federally sponsored projects see 2CFR Part 200.302 "Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards"   

15.      For the purpose of this policy, sponsored projects shall be construed to include sponsored research, service and training projects, and other categories of awards for all except basic capital construction and maintenance projects. Sponsored projects refer only to those grants and contracts entered into by ENMU. Grant and contracts involving ENMU personnel that do not involve University resources and do not contractually bind ENMU are exempt from this policy.

16.      This policy, in whole or in any part, is subject to review, update and change.

 

 

 

Project Directors/Principal Investigators preparing proposals should also contact the Manager of Sponsored Projects for information if any of the following are applicable to a proposal:

  • Classified Research
  • Patent and revenue or cost-sharing/matching
  • Human beings as subjects in research
  • Use of animals in education and research
  • Conflict of interest 

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