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  • Office of Sponsored Programs - Subawards
    an Incoming Subaward See Incoming Subaward Overview A subaward s a formal legal agreement between the UW and another organization This may be referred to as an Outgoing Subaward This agreement is used when a substantive portion of the programmatic work outlined in a UW proposal is conducted at another organization Commonly the other organization is another education or research institution but can be any organization outside the University Each subaward should be listed separately within the proposal budget and will have separate supporting documents Required Documents Proposals must have four items included for each subaward Letter of Intent LOI or PHS398 Face Page signed by the Authorizing Official of the subrecipient institution Scope of Work Budget Budget justification This is documented in GIM 7 Preparing a Proposal that Includes Proposed Subrecipients Budget Development See the budget development guidance on the Budget Development Other Contractual Services page Subawards should be listed in the UW budget using sub object code 03 62 Each subaward should be listed separately and the F A should be calculated following GIM 13 guidelines Communicating with the Sub PI When a UW PI decides to include a subaward in the proposal clear communication with the Sub PI is critical to ensure all necessary documents are received signed by the institutional official with enough time to route and submit the proposal at the UW Provide a deadline to the subrecipient to receive final subaward documents which allow enough time for the documents to be incorporated into the UW proposal attached to the eGC1 and routed for review in accordance with GIM 19 deadlines Request all required documents according to the sponsor program announcement Ensure the scope of work is detailed enough for reviewers to understand the value of this section of the project Calculating Facilities Administrative Costs

    Original URL path: http://www.washington.edu/research/index.php?page=subawards (2014-06-24)
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  • Office of Sponsored Programs - Using the eGC1
    requesting external support An eGC1 should be used for all proposals to external sponsors for support of the following activities Research and research facilities University administered traineeships and fellowships Institutes and special teaching programs Other University activities which are to be supported wholly or partially with non University funds Attachments The proposal that will be submitted to the sponsor and any supporting documents that need to be reviewed internally at the UW should be uploaded to the eGC1 on the Attached Documents page There are several sections where files can be uploaded Documents to be Submitted to Sponsor This section is where you attach one file with the entire application in the correct order that will be submitted to the sponsor If there are pages that require an OSP ink signature a separate file containing just those pages should be attached here also You will identify which each is using the description field Internal Documents for OSP This section is where you would upload any non sponsor attachments for review by OSP and your division department or school college Internal Documents for Dept School College This section is used for any attachments that need to be reviewed by these areas but not OSP Documents Uploaded by OSP This section is where OSP will attach documents in support of or in reference to this application SAGE Functionality Getting access to SAGE SAGE is a secure application that requires a UW NetID You must also have at least one ASTRA role Which role s you need is based on what operations you will be performing within SAGE To help determine which role you should be assigned see the most common roles on the SAGE Access and Roles help page For more detailed information see the SAGE Authorization and Access page Status Each

    Original URL path: http://www.washington.edu/research/index.php?page=usingeGC1 (2014-06-24)
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  • Office of Sponsored Programs - Submitting a Proposal
    systems The role descriptions for this work are listed in GIM 1 The SAGE System to Administer Grants Electronically eGC1 with draft proposal attached are routed to OSP for institutional review The SAGE eGC1 with final proposal attached is routed back to OSP for institutional approval and submission to the sponsor OSP submits the proposal using authorized access to Grants gov and sponsor systems or attaches a signed face page or letter to the eGC1 for the PI Dept OSP approves the eGC1 locking down most data elements and saves a copy of the submitted application to SAGE System to Administer Grants Electronically See Using the eGC1 PI Assurances By approving an eGC1 a PI makes assurances and certification to the University about the proposal See PI Assurances made on eGC1 for a complete list What is Ready to Submit Ready to submit is defined as a full and complete proposal in final format that is ready for submission to the sponsor This includes all completed required sponsor forms components sections and attachments per sponsor program announcement and policy Ready to Submit proposals must have the following Documents must be in the order required by the sponsor The eGC1 marked Yes for the Ready to Submit question The eGC1 in In OSP status The PI has given OSP access to the proposal in the sponsor system i e Fastlane A proposal is NOT ready to submit if It does not confirm to sponsor policy It does not confirm to University policy Does not meet the criteria listed above OSP Review Criteria As the Authorized Signing Official the Office of Sponsored Programs OSP maintains oversight over institutional Proposal Review Criteria This criteria is set out in GIM 1 GIM 1 also provides a list of proposal aspects not reviewed by OSP

    Original URL path: http://www.washington.edu/research/index.php?page=submittingProposal (2014-06-24)
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  • Office of Sponsored Programs - Sponsor-Specific Information
    to Proposal PI Grants OSP Access to Proposal OSP Submits Sponsor System 1 Office of Naval Research ONR Grants gov NASA NSPIRES NSPIRES NSF Fastlane 2 3 Fastlane NOAA Grants gov NOAA Grants Online NIH Grants gov 4 eRA Commons HRSA Grants gov Electronic Handbook EHB Dept of Education Grants gov G5 Dept of Justice Grants gov GMS Various Foundations proposalCENTRAL 5 American Heart Association Grants Heart Grants Heart 1 Some proposal submission systems i e Grants gov and proposalCENTRAL are submission portals only and are not sponsor systems Also some sponsors have their own systems which receive applications from Grants gov These systems may or may not be used by UW campus personnel 2 OSP registers the PI in Fastlane 3 Some NSF pre proposals are submitted by the PI not OSP 4 PI must register in eRA Commons 5 Some proposalCENTRAL proposals are submitted by PI not OSP National Aeronautics and Space Administration NASA For NASA proposal researchers must register in NSPIRES and request affiliation with the University of Washington OSP confirms or denies affiliations The application process includes completing all elements in the system including the Proposal Summary Business Data Budget Program Specific Data and Proposal Team Investigators must upload their final proposal as an attachment and must link their proposals to allow OSP to view To allow OSP to submit they must lock their proposals in NSPIRES When routing your NASA application on the SAGE eGC1 don t forget to download a PDF copy of the application from Fastlane and attach it This will be used by campus and OSP during the review process and meets audit requirements National Science Foundation NSF Principal Investigator s will need to be registered in Fastlane in order to prepare and submit proposals OSP has the ability to register PI

    Original URL path: http://www.washington.edu/research/index.php?page=sponsorSpecificInfo (2014-06-24)
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  • Office of Sponsored Programs - Time of Award
    award Funding Action FA is an electronic mechanism used by OSP to transmit detailed award information to GCA for budget set up and award distribution An FA will be released by OSP only when the necessary compliance approval is in place a revised budget breakdown is provided when needed and an agreement has been signed by both UW and the sponsor Back to top Plan Ahead Compliance issues can sometimes be addressed before the award is received Because they can involve multiple departments and levels of review compliance issues should be dealt with as early as possible to prevent foreseeable delays in administering the award When OSP reviews an award any compliance area that arises due to the nature of the project must be resolved prior to processing the funding for that project Back to top Compliance These are some of the issues that must be addressed before OSP is able to release your award Animal Subjects The Office of Animal Welfare must conduct a side by side review of the proposed work and approve the protocol before the funds can be released by OSP For more information OAW Grants Contracts Review Process Cost Share Cost sharing sometimes referred to as matching or in kind is the portion of a project or program costs not borne by the sponsor and must be paid by either a UW budget or third party Before OSP can process the award the department PI must complete a cost share addendum and cost share calculator when there is faculty effort cost share and submit it to their OSP team For more information GIM 21 Cost Share Addendum Instructions Cost Sharing Overview GCA Cost Share Calculator For questions regarding cost share contact gcahelp uw edu E Verify E Verify is required for all employees working directly on a federal contract not grants OSP will add a note to your Funding Action and send you a letter to remind you to complete E Verify on your government contract The PI is responsible for ensuring that E Verify is completed for every employee under the contract within 30 days of signing the agreement For more information E Verify UW Payroll Office For questions contact your OSP Administrator Export Control All activities undertaken by the UW including research activities must comply with the Export Control regulations and UW policies It is the responsibility of the faculty and staff to be aware of the export control requirements under the regulations and program administered by OSP Certain projects that include controlled information or technology may require a license or other written approval from the U S Government prior to export or a Technology Control Plan that is prepared by the PI and approved by OSP For more information UW Presidential orders on Classified Proprietary and Restricted Research UW IT Systems Security Policy UW IT Minimum Data Security Standards For questions contact exports uw edu Financial Conflicts of Interest FCOI Primary Disclosure Status OSP will release funding upon verification that all named

    Original URL path: http://www.washington.edu/research/index.php?page=timeOfAward (2014-06-24)
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  • Office of Sponsored Programs - Advance Budget Number
    Learning Learning Acronyms and Abbreviations Faculty Orientation to Research Faculty Development Series Policy Procedures Guidance Policy Procedures Guidance Export Compliance Outgoing Subcontracts Small Business Subcontracting Plan Preparation Instructions SBIR and STTR Programs NIH Designation of Multiple PIs Joint Agreements Contact OSP Contact OSP Directions to OSP Select a Topic Clinical Trials Cost Sharing Export Compliance Grants gov Applications Joint Agreements and Outgoing Subcontracts Working with Industry Advance Budget Number Search The Principal Investigator of a contract grant or other agreement may request authorization to spend a limited amount of money during a specified period on an Advance Budget Number prior to the receipt of an executed award from the Sponsor Eligibility Tool Need to know if your eGC1 can be made eligible for an Advance Budget Number Our tool can help Why is my eGC1 marked as ineligible for an Advance Budget Number One or more of the following may be true OSP has not yet approved the eGC1 The Sponsor has not granted pre award spending authority most contracts and non federal awards and the department has not provided an alternate budget number to which charges would be placed should the sponsor not reimburse costs incurred outside pre award spending authority The anticipated award is a federal contract of 100 000 or more or a subcontract awarding federal contract funding of 3000 or more and personnel to be charged have not been verified against the E verify system Human subject research expenditurs are anticipated on the project at a later date but the project has not yet obtained a Delayed Onset Human Research DOHR determination from the Human Subjects Division Human subjects research expenditures will be charged and IRB approval or an Exempt Status determination has not been obtained Animal use research expenditures will be charged and IACUC approval

    Original URL path: http://www.washington.edu/research/index.php?page=advanceBudget (2014-06-24)
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  • Office of Sponsored Programs - Program Income Procedures
    Budget Setup Budget Extension Research Performance Progress Report RPPR Forms Learning Learning Acronyms and Abbreviations Faculty Orientation to Research Faculty Development Series Policy Procedures Guidance Policy Procedures Guidance Export Compliance Outgoing Subcontracts Small Business Subcontracting Plan Preparation Instructions SBIR and STTR Programs NIH Designation of Multiple PIs Joint Agreements Contact OSP Contact OSP Directions to OSP Select a Topic Clinical Trials Cost Sharing Export Compliance Grants gov Applications Joint Agreements and Outgoing Subcontracts Working with Industry Program Income Procedures Search Program Income Procedures Definition of Program Income Establishing a Budget Number Policies and Procedures Reporting The University of Washington is accountable for certain kinds of income generated by the activities of a grant or contract The following information is intended to provide guidance to those faculty investigators which elect to use this program income for costs that are in addition to the allowable costs of their project Definition of Program Income Program income is gross income earned by a grant or contract recipient from activities part or all of which is borne as a direct cost by the grant or contract Examples of program income include 1 fees earned from services performed under the project 2 funds generated from sales of commodities such as tissue cultures cell lines and research animals and 3 income from publications registration fees consulting and sale of educational materials Establishing a Budget Number When utilizing the additional cost alternative a separate budget number is established by Grant and Contract Accounting as a sub budget of the grant or contract award giving rise to the income To initiate the establishment of a program income budget a formal request is submitted to Grant and Contract Accounting GCA Please contact GCA for further details Policies and Procedures The program income budget period will coincide with the total approved

    Original URL path: http://www.washington.edu/research/index.php?page=programIncome (2014-06-24)
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  • Office of Sponsored Programs - Gifts vs. Sponsored Projects
    Gifts vs Sponsored Projects Concurrence Letter New Budget Setup Budget Extension Research Performance Progress Report RPPR Forms Learning Learning Acronyms and Abbreviations Faculty Orientation to Research Faculty Development Series Policy Procedures Guidance Policy Procedures Guidance Export Compliance Outgoing Subcontracts Small Business Subcontracting Plan Preparation Instructions SBIR and STTR Programs NIH Designation of Multiple PIs Joint Agreements Contact OSP Contact OSP Directions to OSP Select a Topic Clinical Trials Cost Sharing Export Compliance Grants gov Applications Joint Agreements and Outgoing Subcontracts Working with Industry Gifts vs Sponsored Projects Search Budget Setup and Management Advance Budget Requests GIM 9 Budget Extension Request OSP New Budget Setup Outgoing Subcontracts Procedures for Rebudgeting of Funds and Change of Principal Investigator GIM 26 Program Income Procedures Types of Awards and Requirements Contracts Cooperative Agreements Gifts Grants Renewal Supplemental Awards Managing Gifts All checks made payable to the University of Washington Foundation for charitable donations should be sent directly to Gift Processing University Advancement Box 359505 Seattle WA 98195 9505 Guidelines for Classification of Sponsored Projects and Gifts GIM 34 Determining Reviewing Institution If there are difficulties in classification the department Development officers and the department Chair will conduct the review If there is ambiguity the Vice Provost for Research will make the final determination Spending Gift Funds with Sponsored Projects Classification is determined at the time the funds are provided Should the funds later be used as a sponsored project then it is the responsibility of the faculty member and their departmental Chair to comply with any resulting compliance issues Your Award is a Gift When A gift is the voluntary provision of external support by a donor to the University without any requirement for receipt of any economic or other tangible benefit in return The external support is irrevocable Sponsor doesn t require financial

    Original URL path: http://www.washington.edu/research/index.php?page=gifts (2014-06-24)
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