Transfer of Grant (Principal Investigator Transfer)
If a UGA PI transfers to another institution, OSP requires a letter signed by the PI and the Department Chair authorizing the transfer of any awards. This letter must include a list of current awards and pending proposals; for each an agency name, grant or proposal number, agency contact name, address, phone number, e-mail address, and amount of current budget period is detailed. This letter should also include any relevant information on award cost sharing and/or subcontracts. The University of Georgia will then authorize the relinquishment of the award, and unexpended funds are returned to the sponsor. Next, the sponsor will transfer the award to the PI’s new institution and the new institution will assume administration. The general process is the same for all grant transfers, but agency-specific instructions and requirements must be considered. Issues related to equipment purchased on an award should first be addressed to department heads, as equipment is considered property of the State of Georgia.
Tuition
For research grants that include the cost of full-time in-state tuition for graduate research assistant(s) in the funded award, the University will return 1.5 times the tuition funds to the Principal Investigator’s home department. These funds will cover the cost of an assistantship for additional Ph.D. student(s). For more information see: http://grad.uga.edu/index.php/faculty-and-staff/research-tuition-incentive-assistantships-rias/
Travel Authority
UGA approved document required for insurance purposes prior to traveling outside of Georgia. Travel inside of Georgia does not require a TA. Once approved by all appropriate parties, this document authorizes and encumbers funds for reimbursing the traveler for expenses incurred.
Travel (International)
Travel to, between, or within countries ‘outside’ the United States and its territories and possessions, as well as Canada and Mexico is considered foreign travel. On federally funded trips to Mexico (except when using NSF funds), federal foreign travel guidelines should be followed rather than domestic guidelines. Foreign travel often requires prior approval by a granting agency. In addition, travel restrictions may be included in the terms and conditions of individual awards. It is the responsibility of the department business office to determine if the funding is federal, as this will dictate that U.S. Flag Carrier compliance must be achieved and documented.
Travel (Domestic)
For state purposes, any travel within the United States is coded as domestic travel. Agency guidelines vary on whether travel to Canada and Mexico is considered domestic travel, so check accordingly. Travel expenses for University employees which can be specifically identified with a sponsored project can be a direct cost. Travel costs in academic departments not related to a sponsored project but related to assigned duties of the University should be charged to an appropriate non-sponsored account.
Total Project Cost
The cost associated with all directly charged items on a proposal or project budget, whether cost shared or provided by the sponsor or a third party, along with any applicable F&A or indirect costs.
Total Direct Cost (TDC)
The cost associated with all directly charged items on a proposal or project budget. TDC does not include F&A or overhead or indirect costs which, when added to TDC, comprise total project cost.
Third-Party Cost Share (Match)
Any expenditure necessary to complete a project that is borne, not by the sponsoring agency or the prime award recipient, but by a third party. These contributions are not recorded in the University’s accounting records, but rather in the third party’s accounting records. However, these costs must be reported to the sponsor.