New Information Pertinent to Proposals & Grants
Following you will find information that will benefit both proposal preparation and grant administration.
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As of July 1, 2008, mileage is reimbursed at the new state rate of $0.52/mile. Please see Travel Regulations for other changes in state travel. |
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For 2009-2010, Southeastern will use a fringe rate of 30% for academic year and summer salaries. Additional duties for faculty/staff should use a fringe rate of 17%. A minimum of 7.65% should be included for part-time staff. |
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Indirect Cost Rate Information As of July 1, 2008, Southeastern Louisiana University began using the federally negotiated indirect rate of 44% of salaries and wages, excluding fringe (including graduate assistant stipend and student worker wages). This rate will be effective until June 30, 2011. Keep in mind that the indirect allowed may be agency specific, so always check the guidelines. |
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Electronic Submission Recommendation Many agencies, particularly federal agencies, are now requiring grant proposals to be submitted electronically. While some PIs see the electronic submission as “additional time” because the proposal doesn’t have to be mailed one to two days before the deadline, this really should not be the case. The electronic submission process often requires feedback time to insure that the application has been properly submitted. As with grants.gov (the system now used by most federal agencies), it may take up to 48 hours for your submission to be processed and e-mail notification sent to Southeastern that your proposal has been accepted for review. To avoid last-minute problems and to allow ample time to resubmit an application if necessary, OSRP strongly recommends that all electronic submissions be made no less than 48 hours prior to the official deadline. PIs may run the risk of having an application not accepted if problems arise and notification is not received in time to make corrections and resubmit before the deadline. |
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New Budget Unit Numbers and PR Submissions: As of May 1, 2008, the new 5-digit budget unit number should be used for all University paperwork. Also, all budget unit heads must complete the PeopleSoft Financials training and assessment in order to process information through Purchasing. For more information go to the PeopleSoft Financials at http://www.selu.edu/leonet/financials/index.html. |
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P Card Pointers Some grants allow for the use of the P Card (Purchasing Card). As such, budget unit heads are to be astutely aware of polices and procedures. Please see the link http://www.selu.edu/admin/purch/assets/pcard%20policy.pdf. Grant budget unit heads should be cognizant that it may take up to 2 months for charges to be posted to the budget which is problematic when expenditures are required by certain date or grants end before the charges are reflected. It is strongly advised that no charges on the P Card occur 2 or 3 months prior to the end of a grant and that purchase requisitions be used during this time. In addition to the Purchasing Log required for Purchasing, grant budget unit heads will find it helpful to keep separate records of charged expenditures on each grant so that current budget information will be available at all times. Grant budget unit heads are required to submit records (Purchasing Log) of P Card purchases to OSRP just as they do with copies of Purchase Requisitions. Grant budget unit heads must be keenly aware of budget unit codes being used for the charges. Remember funding agencies do not always allow line items in budgets to be adjusted or may require prior approval to move money. |
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Audit Information Southeastern is audited as part of the ULL System. For agencies that require a copy of Southeastern's latest audit, you can use the Southeastern Management Letter dated March 4, 2009 and the ULL System Basic Financial Statements and Independent Auditor's Reports as of and for the year ended June 30, 2008 (issued March 11, 2009) from the Louisiana Legislative Auditor's web site. Audit information from previous years is also archived on the Louisiana Legislative Auditor's web site. |
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Match Information Southeastern's Office of Sponsored Research and Programs has developed a Match Checklist of sample In-Kind and Cash match items to assist new (and seasoned) individuals account for a greater degree of match in the preparation of grant proposals. When match is required, you may want to use some of these items to demonstrate the University's commitment to your project. If match is not required, it is best NOT to include in your proposal. Please keep in mind that all match must be properly documented. |
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Closeout Information Southeastern's Office of Sponsored Research and Programs has developed a Principal Investigator’s Project/Program Closeout Checklist. As your project/program nears its end, use this handy list to review tasks required to finalize the administrative portion. |
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As new budgets are set up for sponsored activities, PIs will be required to sign a Principal Investigator Agreement regarding reporting procedures. |