- University Research Services and Administration (URSA) refers to the umbrella unit for all research administration at Georgia State University.
- Office of Sponsored Proposals and Awards (OSPA) refers to Georgia State University’s central research administration office. They are responsible for approving all proposal submissions and fully executing resulting awards.
- The School of Public Health’s Office of Research and Sponsored Projects (SPH ORSP) refers to the college/departmental research administration office. They are responsible for working with PIs to prepare proposals for submission, ensure compliance, liaison with central offices, and financial administration and closeout of awards.
- Authorized Organizational Representative (AOR) refers to the signing official for the University authorized to bind the institution.
- Grants and Contracts Officer (GCO) refers to the individual assigned to guide you through the research administration/compliance portions of your proposals and awards.
- Faculty holding full-time tenure track and full-time non-tenure track positions and staff holding full-time, non-temporary positions (“permanent full-time”).
- An individual who is employed by the University but not on a permanent full time basis (e.g., temporary contract, adjunct faculty, postdoctoral fellows, faculty holding positions that are less than full-time) is eligible to serve only if one of the following conditions is met:
- A permanent full-time faculty or staff member is named as Co-Principal Investigator/Co-Project Director and accepts responsibility for ensuring that the Sponsored Project’s requirements are met;
- The Chair or Director of the department through which the work will be conducted accepts responsibility for ensuring that the Sponsored Project’s requirements are met at the time the grant proposal is submitted.
- A student, if allowable by the sponsor, provided a permanent full-time faculty or staff member is named as Co-Principal Investigator/CoProject Director or mentor and accepts responsibility for ensuring that the Sponsored Project’s requirements are met.
Exceptions to this policy can be made and require approval of the appropriate Department Chair, College Dean, and the Vice President for Research & Economic Development.
Sponsored Awards should be made to:
Georgia State University Research Foundation, Inc.
PO Box 3999, Atlanta, GA 30302-3999
Tax ID/EIN No.: 58-1845423
Performance Site should be listed as:
Georgia State University
30 Courtland Street, Atlanta, GA 30303-2535
Tax ID/EIN No.: 58-6002050
As soon as you know you’re ready to submit a proposal, complete the Project Information Form (PIF). This will be assigned to a Grants and Contracts Officer, who will review the solicitation and provide details on submission requirements and deadlines.
This varies by proposal submission and complexity, but in general, five business days prior to the deadline for final non-technical files and two business days prior to the deadline for final technical files. Please review SPH’s Proposal Deadline Policy and utilize our timeline simulator found on the pre-award page.
It is strongly suggested that you work with your assigned GCO for any budget drafts to ensure accuracy. If draft budgets are sent without the GCO, please indicate that this budget is draft only and subject to change after official authorized organizational representative review.
Cost sharing is primarily appropriate in the following instances:
- The sponsor requires cost share as a condition for submitting the proposal and receiving the award.
- More effort is planned for a project than the budget allows. All possible effort should be budgeted whenever possible; the remainder would need to be documented as cost share. This should be rare and avoided when possible.”
Exceptions are reviewed on a case by case basis. Please refer to SPH’s Cost Share Process.
A limited submission is when a funding opportunity only allows for a limited number of applications to be submitted on behalf of the organization (often 1-3). These proposals must go through a special down-select process through central to determine who may submit to the announcement from Georgia State University. This process is described by OSPA here.
Review all sections to ensure they are answered appropriately to your project, complete SFI, and approve.
Yes, but adjustments would need to be made if overlapping awards resulted in over commitments or other sponsor commitments not able to be met. Please work with your assigned post-award GCO to ensure all commitments are appropriate and accurately charged.
Georgia State University’s federally negotiated F&A rate agreement is calculated on Modified Total Direct Costs, which excludes participant support, capital equipment, and subrecipient amounts over $25,000.
If 50% or more of the project and effort will take place off-campus.
- Yes, please provide official documentation from the sponsor (funding announcement, institution’s formal policy) indicating the reduced rate.
- If no official documentation is available (only correspondence notes the reduction), a formal F&A waiver request will need to be submitted and approved prior to submission. Please work with your assigned GCO. F&A Waiver Request Form
- Purchased Services are goods and services needed to conduct the research proposed. They are not responsible for any programmatic decisions and they do not contribute to the results. This is part of their normal business operations available to any purchaser.
- Consultants typically provide review and analysis, usually short-term, as opposed to an ongoing relationship. They provide expertise needed to conduct the research proposed, but they do not influence the direction of the research, nor are they responsible for any programmatic decisions.
- A Subrecipient is responsible for programmatic decisions and conducts a portion of the research proposed. They are subject to the same terms and conditions as the prime awardee and are typically Co-Investigators.
Your base salary will be listed at the cap and your effort will be applied to this base. Separately, a cost share budget will be generated for the amount of your salary over the cap to ensure this is tracked appropriately with the award.
- Forward the award to the SPHORSP@gsu.edu. ORSP will work with OSPA, or assign you to a Pre-Award GCO who will work with OSPA, to process the agreement and obtain a spending account number for your project.
- Please ensure you’ve applied for and obtained any compliance protocols necessary to begin your research.
No, Georgia State University has delegated signature authority to specific individuals and they are the only personnel able to bind the University.
If you have official documentation of an incoming award, please work with your assigned post-award GCO to have an advanced account setup. Please note this is subject to various approvals and all costs applied to an advanced account are incurred at the risk of SPH and may be denied due to certain risk factors. These are reviewed on a case by case basis.
When an award is fully executed and the speedtype is assigned, the post-award GCO initiates your effort to begin incurring on the project based on the period of performance and budgeted effort.
- If any changes to this awarded effort are needed, the GCO should be notified immediately.
Monthly expenditure reports are sent for each project by your assigned post-award GCO. If any issues are noticed or adjustments are needed to the account, please notify the GCO immediately so the appropriate cost transfers can be applied timely.
These vary by sponsor. It’s best to work with your post-award GCO to ensure the terms of the award regarding NCE requests are followed. All NCE requests should be documented and tracked in our research portal, which is handled by the GCO.
Once the prime award is executed, the GCO will request the subrecipient agreement to be initiated. OSPA will negotiate and execute this agreement. Funds will be encumbered on GSU’s project budget to ensure the subrecipient line is not overdrawn at any point.
The PI is responsible for maintaining frequent communication with the subrecipient on progress. The PI reviews all subrecipient invoices to ensure amounts are consistent with the progress and costs are allowable.