P – R

P

Participants are the recipients of service or training provided at a workshop, conference, seminar, symposium, or other short-term instructional or information sharing activity. Participants are not required to provide any deliverable to UGA or a third party; nor would they be disciplined or terminated for their failure to perform. Participants may include students, national scholars and scientists, private sector representatives, agency personnel, teachers, and others who attend and participate in the activity. Unless specifically provided for in the award document, UGA faculty and staff are not eligible for participant support. Allowable participant support costs include stipends or subsistence allowances, travel allowances and registration fees paid to or on behalf of participants or trainees.

An institutionally approved account that is established in advance of official notification of grant funding or execution of a contract, when the PI is reasonably confident that funding will be awarded and when the specific project start date is assured. This process allows a sponsored project account to be established effective on the anticipated start date. Should the award not be forthcoming, the PI and his/her department or unit agrees to assume responsibility for any expenditures made on the account.

The University-approved system to certify distribution of salaries on sponsored or cost share accounts to reflect the distribution of activity expended (effort) by an individual on an after-the-fact basis. Each PAR will account for 100% of how one “spent his/her time” for the period covered.

If a PI can’t or won’t continue in the role of PI for a funded project, another PI can be named. This can occur when a PI is taking a leave of absence for greater than a three-month period or the PI is unable to perform the duties required of the grant. Refer to the terms and conditions of the award to determine if the sponsor will allow the award to be retained in the absence of the original PI. Contact your Office for Sponsored Programs (OSP) grants administrator for assistance. The request to the sponsor to change PIs will come from OSP. OSP will need the PI to provide the following information for the prospective PI replacement:

  • Curriculum Vitae (CV)
  • Current and Pending Support
  • Letter signed by the department chair justifying the change

OSP will then formalize the request to the sponsor.

Upon sponsor approval for change of PI, a new OSP transmittal form will need to be initiated by the newly appointed PI and routed for appropriate signatures.

Pivot is a subscription database of more than 25,000 funding opportunities from numerous sponsors across all disciplines. UGA faculty, students, and staff can search the database and create custom email funding alerts based on the criteria provided by the individual user. You can also share funding opportunities with groups, and save and track opportunities.

Pivot also enables researchers to identify potential research partners inside or outside UGA. Successful matches require researchers to update their Pivot profiles so that they accurately reflect research interests.

These costs are treated as F&A costs and generally may not be directly charged to a federal award. They should normally be charged to a departmental administration account (GJ).

The term used to describe a postdoctoral research appointment at UGA.

An institutionally approved account that allows recipients to begin sponsored program spending prior to the receipt of an actual federal award. Pre-award authority provides UGA or UGARF the option of not having to wait for the actual receipt of an award, which may be released later than expected for a variety of reasons. All pre-award costs are incurred at the recipient’s risk (i.e., the federal awarding agency is under no obligation to reimburse such costs if the recipient does not receive an award or if the award is less than anticipated and inadequate to cover such costs).

Invoices for a set dollar amount, usually following a set schedule, as prescribed in the terms and conditions of the Notice of Grant Award (NOGA).

 

A short proposal (usually with a specific page limitation) that a sponsor will require as a first step in a two-step application process. Sponsors use pre-proposals to winnow applications to a manageable level. Applicants selected via the pre-proposal process go on to submit full proposals and compete for an award.

 

The awardee of a contract or grant.

 

Eligibility to serve as a principal investigator (PI) at UGA is restricted to certain positions or job classifications at UGA. Eligible positions are academic in nature and are listed in the Eligibility to Submit Proposals policy.

 

A sponsor expects that UGA’s officially sanctioned Principal Investigator (PI) will be physically present at the location where project is carried out, to manage the award and ensure that objectives are met and time lines are adhered to. Most sponsors want to be notified when a PI will be absent for short periods of time, but they absolutely require UGA to contact them when a PI will be absent for a period of time extending longer than 3 months. In such cases where PIs are on Leave of Absence (on sabbatical, for example), a plan must be submitted to the sponsor for approval that details how the work to be performed will be carried out in the PI’s absence. This might necessitate the appointment of a temporary PI to oversee project management during the faculty member’s absence.

If a UGA PI transfers to another institution, SPA 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.

The individual responsible for conducting/managing the work proposed for a grant or contract, including its execution and fiscal management.

 

A VISA card issued by Bank of America that is assigned to a permanent (regular) UGA employee. It can be used to purchase goods and services valued at $4,999 or less. Benefits of the P-Card to a project PI include the ability to reduce petty cash purchases, check requests, and purchase requests while maintaining an audit trail and accountability of expenditures for P-Card transactions.

 

Income earned by the recipient institution that is generated directly by a sponsored/restricted activity or earned as a result of a sponsored/restricted award; examples include revenues from the sale of pamphlets developed under an award or revenues from participant registrations for a conference held as part of a sponsored program.

The date that a funded project ends. After that point, no charges are allowed to accrue to the account, and typically all required reports become due at some designated point thereafter.

 

The period of time encompassing all project performance activities proposed in a scope of work (SOW). It begins with a specified start date and ends with a specified end date. A project period may not coincide with a budget period, if the project period extends for more than one year.

 

At UGA, proposals are classified by SPA into one of four types: research, public service and outreach, instruction, or cooperative extension. The project type drives the F&A rate to be used and the legal entity submitting proposals and accepting awards. Research proposals are submitted by the UGA Research Foundation (UGARF); all other proposals are submitted by UGA.

The UGA office responsible for the effective management of the University’s equipment inventory, for records management, and for the reutilization and/or disposition of excess property. Responsibilities cover the acquisition, disposition, loss, transfer, and physical inventory of property.

The President requires all proposals to private or corporate foundations first be vetted or approved by the Arch Foundation’s Office of Corporate and Foundation Relations. Contact your SPA Representative for information about this preliminary vetting process.

 

Q

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R

In general terms, responsible conduct in research is simply good citizenship applied to professional life.  More specifically, RCR is reflected by honesty, accuracy, efficiency, and objectivity on the part of researchers across all disciplines in all they do.  RCR education typically covers  9 topics:  use of animals in research, use of humans in research, scientific misconduct, conflicts of interest, data management and data sharing, peer review, mentoring, authorship, and collaborations.

The National Institutes of Health (NIH) requires that all applicants for National Research Service Award (NSRA) fellowships include in their proposal specific educational plans regarding RCR.  The National Science Foundation (NSF) requires that all undergraduate and graduate students, and all postdocs employed on NSF awards receive RCR education.

Record retention rules for UGA are established by the Board of Regents (BOR) of the University System of Georgia (USG), and are more stringent than rules established at the federal level. Records of proposals and awards are retained for at least seven (7) years following the project end date.

Additionally, each department is responsible for retaining their records for each project for seven (7) years.

In most cases, the PI of a proposal submitted to an agency is notified if his/her proposal is not successful. SPA may or may not be copied on this correspondence. Please let your SPA grants administrator know when a proposal you’ve submitted has not been funded, so the proper notation can be made in the University’s mainframe computing system.  Your Faculty Activity Report (FAR) will record a submitted proposal as Pending until a decision has been made to fund or not to fund. OSP periodically performs clean-up work on old pending proposals when no decision has been received after a lengthy period of time. These old pending proposals will be administratively rejected in the mainframe, so that subsequent FAR records are accurate.

Final close-out document required for many contracts which certifies the total costs incurred and total amount reimbursed, thereby releasing the agency from all liabilities, claims, and demands that may arise out of the contract in the future. This form is completed by the Contracts and Grants Division.

Costs incident to a permanent change of duty assignment (for an indefinite period or for a stated period of not less than 12 months) of an existing employee or upon recruitment of a new employee. These expenses are typically not allowed on external grants/contracts.

Allowable as direct charges under federal awards to the extent that the lease or rental rates are reasonable at the time of the decision to lease or rent in light of such factors as comparable pricing, availability of alternatives, etc. In general, the rental costs for facilities and equipment applicable to each budget period should be charged to that period.

A financial report which outlines the accounting of expenditures incurred during the period of performance and/or at the conclusion of the sponsored project. This report reflects the University’s official accounting record.

A progress or final report which allows sponsors to determine whether funds are being or were spent in accordance with the proposed scope of work (SOW). Such a report is generally required as a condition of receiving support.

 

A formal invitation for individuals or institutions to submit a contract proposal on a specific project or service. The funding mechanism will usually be a contract or a cooperative agreement.

An acquisition or procurement tool (also referred to as an indefinite delivery contract) used to acquire items or services when specific times and/or quantities are not known at the time of award.

Any form of direct or indirect inducement offered or received in exchange for enrolling individuals in human subjects research that is paid as reimbursement in excess of the reasonable cost of utilizing human subjects.

Any unexpended funds remaining in a restricted account at the end of a project period. The account must be a fixed price account, and not a cost reimbursable one.

A living individual about whom an investigator (whether professional or student) conducting research obtains: (1) data through intervention or interaction with the individual or (2) identifiable private information.

In general terms, responsible conduct in research is simply good citizenship applied to professional life.  More specifically, RCR is reflected by honesty, accuracy, efficiency, and objectivity on the part of researchers across all disciplines in all they do.  RCR education typically covers  9 topics:  use of animals in research, use of humans in research, scientific misconduct, conflicts of interest, data management and data sharing, peer review, mentoring, authorship, and collaborations.

The National Institutes of Health (NIH) requires that all applicants for National Research Service Award (NSRA) fellowships include in their proposal specific educational plans regarding RCR.  The National Science Foundation (NSF) requires that all undergraduate and graduate students, and all postdocs employed on NSF awards receive RCR education.

A University account whose funds are restricted by specific terms and conditions established by the donor or sponsor. Sponsored programs accounts at UGA are restricted for the purposes and the time established by the sponsor and cannot be spent in ways not consistent with sponsor dictates.

Rejected proposals can either be abandoned or resubmitted. PIs are urged to consider resubmitting unfunded proposals, if the reviewers’ comments indicate that the proposal can be reworked, or improved and strengthened in some meaningful way that will render it competitive. At UGA, resubmissions of unfunded proposals are considered new proposals, and a new proposal record (separate from the old unfunded proposal record) is created in the University mainframe.

Resubmissions and sponsor requests for amended budgets are not the same.  Sponsors will frequently request an amended budget when the intent is to fund your proposal but not at the budget level requested.

UGA and UGARF return 20% of each sponsored project’s reimbursed F&A costs. Typically, F&A returns are made to the budgetary unit managing the award, but these funds are returned in accordance with PI/co-PI instructions provided on the SPA Proposal Transmittal Form at the time of proposal submission.

Used to record amounts received for payment of delivery of goods or services, reimbursement of expenses, or contributions.

A process by which a change in the approved budget is made. A budget revision may or may not require a budget amendment.

UGA has created a matrix listing the primary tasks undertaken during the course of executing a sponsored project and assigning those tasks or responsibilities to specific individuals (i.e., to the PI, to the department, to SPA, to C&G, etc.).

Any of a number of accounts containing revenues generated through the license of intellectual property and distributed in accordance with the licensor’s (typically UGARF) Intellectual Property Policy to inventor/creators, their departments, and their research programs.