Include the expenses that are appropriate for the work being proposed. This could be salary, travel, materials, supplies, tuition & fees for RAs, participant support costs, facility rentals, consultants and subawards.

F&A, also known as indirect costs, are the facilities (F) and administrative (A) charges that an institution is allowed to charge to a grant for housing and administering the project.

TTU has several negotiated F&A rates that could be applied to a proposal

1. Research – 65%
2. Instruction (on campus) – 53%
3. Instruction (off campus)– 26%
4. Other Sponsor rate – 42%

If the collaborator is a faculty member from another university, they must confirm with their institution the proper method for payment from grant activity.

If the collaborator is an independent contractor or business, the following must be considered to determine the proper budget category.

• If the work being performed is a “one-time” service for a specific area/focus of the grant as a whole, then we would budget this expense as a Professional Service Agreement (PSA) for which payment would be made via PO.
• If the collaborator is performing a significant amount of the work that is integral to the outcomes/deliverables of the grant and has a significant amount of funding, the work would most likely be budgeted as a subaward to allow for the additional oversight of deliverables and fund management.

Prior to budgeting a buyout/release, the PI must receive written permission from their department chair and provide it to the grant office.

The cost of a buyout/release is 15% of the PI’s annual salary per course.

All grants submitted through Cayuse will be included in the university’s grant activity reports that are accessible to PIs, department chairs, and the Dean for P&T review.

Any activities not submitted or set up through Cayuse should be added to digital measures for P&T consideration.

• The grant office should be notified ASAP to begin the proposal preparation process and create a timeline for on-time submission.
• ORS requires two-week notice for proposals without subawards.
• ORS requires 30-day notice for proposals with subawards.
• ORS requires 5-7 business days for review of final proposal documents to ensure on-time submissions and proper review of proposal package.

This is the narrative to explain project expenditures.

• For Personnel - provide the effort/FTE for each individual. Include details of the tasks/duties of the individual for the grant and how it relates to the outcomes.
• For Fringes - we use the TTU standard statement.
• For Travel - provide details for the different types of travel being budgeted. Provide the expense breakdown when required.
  
  1. Participant travel
  2. Conference travel
  3. Site visits
  4. Funding agency required travel to PI meetings
  5. Consultant/collaborator travel
• For Supplies - provide the rationale for the types of material/supplies being requested and provide information as to the purpose of the material/supplies to meet the goals of the grant.
• For Equipment - these types of costs are considered assets and have a single purchase price of $5,000+. These types of expenses are rarely allowable.
• For Construction - N/A
• For Contractual - provide the details of any consultant or subawards included in the budget. Provide the details of the purpose/rationale of the collaboration as it relates to the outcomes of the project. In the case of a subaward, a budget may be required to be included or attached to the application as an appendix.
• For Other - this is the section used for all costs not included in the other expense categories.
  1. Tuition & fees
  2. Participant support costs
  3. Transportation - buses/shuttles for grant activities
  4. Facility rentals
  5. Access fees
• For Indirect costs (F&A) - we utilize the TTU standard statement with the applicable rate being utilized identified.

Three weeks prior to the submission date.

This form is when you go over the allotted per diem rate and need permission to be paid for the overage.

The university requires this form for any per diem/expense overage.

Independent Contractor Form is a tax compliance form the university requires for any individual/business who uses a social security number as their tax ID for services being performed. The person being paid must fill out and sign the form and the Lead PI signs as the financial manager.

• We can help you book group travel so that all receipts are kept together.
• We do not book individual travel.
• We can help you book a rental car through a P0 in Techbuy.

If provided the travel details for the trip, we can book Southwest flights through SWABIZ, car rentals through Techbuy and possibly hotels if they accept P0s.

The other option would be to apply for a Travel card, and you book your hotels/flights for the group trip.

• You will need to allow at least 5-7 business days for the travel (TAC) card to be issued and sent to the faculty who will be responsible. The card can also be picked up at the procurement office.

We will send out an email in April with the summer salary form for you to fill out and request your payment.

You will be asked to include

• The month(s) to be paid
• The grant(s) you want to be paid from
• The grant FOP(s), if the grant is not “housed” in the College of Education, you will be asked to provide the grant FOP or department

We can run a report to check the grant.

You can also check your paystub for the details of your appointment payments for the month in question, we do not have access to your personal information.

This will depend on several factors

• Has the Graduate School approved the additional workload?
• If so, is the cost included in the budget?
• If so, the method of processing the payment will be EOPS
  1. This will require the PI and student to track hours worked and submit to the grant office at the end of the month
  2. The PI will provide the answers to the questions asked in the EOPS system. The grant office will provide the questions in advance to shorten the submission timeline
  3. The grant office will submit the EOPS for approval. The transaction must be completely approved within the system by COB on the 18th of the month to be paid out on the 1st of the following month.

We will show PIs how to access FOP balances in the “available budget” portal in Raiderlink to track your balances.

If needed, we can investigate a specific transaction if you have questions.

NCE request must follow the process set by the funding agency.

Typically, the PI will contact the agency grant manager, or ORS to initiate the request.

TTU has policies and procedures in place that we must follow. We also must follow the Uniform Guidance federal regulations for grant administration. We will explain the applicable TTU/Federal/State/Funding agency regulations that pertain to the question at hand in real-time.

TTU requires some forms to be submitted yearly and others with each instance/request for review of each contracted person/business payment. Some of the forms are:

• FERPA - every 2 years
• FCOI - annually due by October 1st
• ICQ Form - with each new PO request
• Exception forms - with each new exception instance/activity
• RA work exception form - with each new work assignment
• ADC EOPS - the questions asked in an ADC payment will need to be answered every time a transaction is submitted. If the payment is for the same person and the answers will be the same, we can use the information provided by the PI in all future transactions.

This will depend on the college you are hiring your worker from, or what the industry standard says is the most optimal set of pay.

COE rates:

• Graduate student rate is $25/hour
• Undergraduate student rate is $15/hour

We are the “first” point of contact for all grant matters, but if for some reason we are unavailable, you can email ora@ttu.edu or ors.awardservices@ttu.edu.