Proposal Processing Timeline (8 day/4 day rule) – Please note COE requires the PINS record to be routed by noon 8 business days before the proposal deadline and the final proposal released and ready for submission 4 business days before the deadline.
Thus, it is important to initiate an action in PINS well in advance. Additional time is required if you are working with a funding agency that has unique terms and conditions associated with the proposal, in which case these terms should be provided to the pre-award person so that they can make sure that review of the terms and conditions is initiated in parallel with proposal preparation. Additional time may also be required if the sponsor has not previously had a contract with NC State.
In order to meet the COE 8 day/4 day rule, please notify your Contract Manager (Elizabeth, CJ, or Savanah) of your new proposal at least 12 business days before the deadline. We know in certain cases, this may not be possible, but to allow us time to review and set up a PINS record in order to meet the COE 8 day/4 day rule, this time is needed.
- Upload the Budget
- MAE 1 Year Budget Template
- MAE 3 Year Budget Template
- MAE 5 Year Budget Template
- Information on tuition calculations can be found here: https://docs.google.com/spreadsheets/d/1YYO2hMQsu80qBuWXkGPNqdvATxPttxNHX_Tfy9WL_GY/edit?usp=sharing
- Upload the Budget Justification
- Upload the RFP/Solicitation
- Enter the Abstract
- Indication of human subjects or animal subjects (if applicable)
- Project period dates
- Project title
- Deadline date
- Sponsor name
- Letter of Intent (LOI) signed by Subcontract AOR or equivalent
- Statement of Work (SOW)
- Lead PI CV/Resume
- Budget Templates
- Budget Justification
- Indirect Rate Agreement
- Subcontract vs. Contractor Checklist – Completed by C&G Manager
- Budget Justification
- Statement of Work
- Organization/Proposal-specific Subcontract form (if applicable)
- Budget (excel)
- Budget Justification
- Current & Pending
- NSF C&P FAQs (includes templates): https://www.nsf.gov/bfa/dias/policy/cps.jsp
- Biographical Sketch (for certain sponsors)
- NSF Collaborators & Other Affiliations Information (COA) FAQs/Template
- Data Management Plan
- Letter of Intent when university AOR must sign or submit
- New Sponsored research proposal, including internal solicitations.
- Supplemental sponsored research
- Revised sponsored research proposal if the total change in amount is 10% difference or more (whether increase or decrease) from the original budget
- Sponsored research subcontract proposal
- NIH reports (i.e. NIH RPPR, Final RPPR)
- Memorandum of Understanding (MOU)
- Memorandum of Agreement (MOA)
- Student Project Agreement (aka Graduate Industrial Traineeships, or GIT)
- Academic Course Design (aka Senior Design Project, Capstone Project)
- Testing Service Agreements (TSA)
- Fabricated Service Agreements (FSA)
- Most Internal Sponsored projects (i.e. RISF, FRPD, etc.)
- IPA Agreements
- Statement of Work (this should include the budget amount)
- Location of where testing will be performed
- Completed agreement
- What is the difference between a target date and a receipt date?
- A receipt date is the date by which a proposal is required to be submitted to the sponsor. Proposals submitted after a receipt date would usually not be accepted by a sponsor.
- A target date is more flexible–it is the submission date to aim for. Proposals received after a target date may still be accepted by a sponsor (to an extent). Refer to your RFP for specific requirements and deadlines.
- I am submitting a pre-proposal/LOI. Do I need to submit a PINS record?
- An LOI and pre-proposal submission should follow the sponsor’s solicitation and general guidance, including the submission mechanism. It is acceptable for the PI to submit the LOI or pre-proposal when AOR-involvement is not required. A PINS record would not be required in this case, however, the PI and/or department can choose to process a PINS for record-keeping purposes. A PINS record must be processed when the sponsor requires a University AOR to sign any document and form or to submit. These submission types typically do not require a detailed SOW, Budget or Justification, therefore, if the sponsor does not require it, then neither does NC State. But if they do, then it must be provided if a PINS record is being processed.
- I am submitting an NSF Collaborative Proposal. What is the process for that?
- More details on this process can be found here: https://www.nsf.gov/pubs/policydocs/pappg18_1/pappg_2.jsp#IID3
- I have a subcontract budgeted on my proposal. What are the next steps to ensure I have everything needed for the proposal submission?
- Connect your C&G Manager with the Subcontract PI or their C&G contact. Your C&G Manager will work with the subcontract to establish a deadline for receiving their sub-award documents.
- An LOI is required for my proposal. How do I obtain that from COE?
- Any signature pages required for a proposal will need to be routed through PINS. Please work with your C&G Manager to route a PINS record. The contact information on who the LOI should be addressed to will need to be provided to COE. COE/SPARCS has a standard LOI template they will prepare and sign.
- My pre-proposal (submitted through PINS) was recommended to submit a full application. Do I need a new PINS record for the full application?
- Yes, a new PINS record will be needed for the full proposal. Your C&G Manager can work with you to clone/copy the pre-proposal PINS to ensure they are connected.
- I have an NIH report due. Will this need to be routed through PINS?
- Yes, NIH RPPRs or FRPPRs need to be routed in PINS, since they require institutional signature for submission. Please forward the NIH notification of any impending RPPRs to your C&G manager to begin the RPPR process.
- I have a Just-in-Time (JIT) Required. What is needed to submit this?
- PI must complete the action in eRA commons, then reach out to the COE CRO (firstname.lastname@example.org) with permission to submit. Once submitted, the CRO will notify the PI/Department and upload the submitted materials directly to RADAR. NOTE: A PINS record is not requested or required.
You will receive a RADAR notification from SPARCS and your C&G Manager when a new award has been set up. Your C&G Manager will work with you to ensure the budget is loaded to WRS correctly, TEARS is set up, student appointments are processed, etc. You can always check RADAR to access your projects and status updates as well: https://www3.acs.ncsu.edu/sor/search.php
For awards with Co-PI’s (within MAE and outside departments), segments can be created by your C&G Manager to manage the funding per PI. This will help track PI funding for reporting and tenure purposes. Segments are strongly encouraged for awards with multiple PI’s.
When you are preparing and submitting your summer salary through the Additional Compensation System, leave is not applicable to 9-month employees outside of the contract period. Summer pay should only be paid for the actual time (or percentage) worked.
There is a Faculty Summer Salary training that must be completed by any faculty member who is to receive summer salary in May, June, July, or August. Administrative Summer Salary training must also be completed for any administrators who will be entering/approving summer salary. To access the summer salary training please do a search in the Catalog tab in Reporter. If you click on Catalog, then enter the search criteria, which would be by title: Required Online Summer Salary Training – the course should populate for you to sign up and complete.
There should be funds in the Summer Salary Budget Line (51116) either in the original proposal or through post-award PMR action. There should also be a balance left after subtracting any paid summer salary.
There should be funds in the overall salary budget line and the overall project.
Please ensure the dates being requested fall within the dates of the award
If you are paying summer salary to a PI who is not the lead PI, make sure that person is a Co-PI listed on the award or named somewhere in the budget/justification or proposal narrative.
Summer Salary forms should be completed using the google form.
Release time is defined as the time the department releases the PI from normal departmental duties (teaching, etc.) to perform research. It is directly charged to the project instead of departmental funds.
Release time must be approved in the project’s proposal budget. If no release time is budgeted, a re-budget request would need to be submitted by your C&G Manager that would add funds to the 51118 budget line. Once funding is re-budgeted to release time, your C&G Manager will work with you to complete the required release time form, obtain the needed signatures and send to COE for processing.
A project modification request is used to initiate updates and modifications to sponsored projects. Please use the form below to submit a project modification request. If you have any questions or concerns please reach out to your Contracts and Grants Manager.
Hiring a GRA
All GRA appointment requests should be submitted using the google form below. GRA appointments should only be requested on a semester basis.
Graduate Student Support Plan (GSSP) – The Graduate Student Support Plan is a competitive support package used to attract top students to NC State University. Graduate students that meet the requirements below are eligible to receive health insurance and standard tuition support (for a limited number of semesters). Please check out the Graduate School’s website for more information on GSSP – https://grad.ncsu.edu/students/gssp/
A reminder that student fees are no longer allowed on your research projects.
Please see the Graduate School’s website for more information on Graduate Research Assistantships.
Hiring a Post Doc
Please fully answer the questions in the Postdoctoral Researcher Hire Request form. An applicant for a postdoctoral scholar position must have been awarded a Ph.D. or equivalent doctorate no more than five (5) years prior to the appointment.
The required minimum salary for a postdoctoral scholar is the higher of the following: a) 60% of the starting salary range for an assistant professor in the same discipline, or, b) $47,000. Furthermore, the University recommends hiring all incoming postdocs hired at 1.0 FTE.
Postdocs are eligible for salary increases based on merit and market increases. Any salary adjustments to a postdoctoral scholar’s pay must be in compliance with any restrictions or guidelines of the authorized funding source.
Please follow this link for more information on Post Doc.
Hiring a Temp/Undergrad Student
Please follow this MAE link for more information on hiring a Temp Student: https://www.mae.ncsu.edu/mymae/employment/
Please keep in mind that Fellowships are different than Research Assistantships. Fellowships may be based on merit and/or financial need. Often they provide the cost of tuition and fees plus a stipend to cover living expenses. For more information on Fellowships please visit https://grad.ncsu.edu/students/fellowships-and-grants/
Please work with your C&G Manager to ensure all paperwork is completed for your students with Fellowships.
The Research Experiences for Undergraduates (REU) program supports active research participation by undergraduate students in any of the areas of research funded by the National Science Foundation. REU projects involve students in meaningful ways in ongoing research programs or in research projects specifically designed for the REU program. This solicitation features two mechanisms for support of student research: (1) REU Sites are based on independent proposals to initiate and conduct projects that engage a number of students in research. REU Sites may be based in a single discipline or academic department or may offer interdisciplinary or multi-department research opportunities with a coherent intellectual theme. Proposals with an international dimension are welcome. (2) REU Supplements may be included as a component of proposals for new or renewal NSF grants or cooperative agreements or may be requested for ongoing NSF-funded research projects.
Undergraduate student participants in either REU Sites or REU Supplements must be U.S. citizens, U.S. nationals, or permanent residents of the United States.
Please work with your C&G Manager to submit an invoice with the MAE Purchase Request Form when processing an REU stipend payment.
Purchase Requests – Please use this form for all purchase requests within the Department of Mechanical & Aerospace Engineering.
This form will be routed to your supervisor and the appropriate contract manager and/or Business Officer/ Dept head for approvals. This approval will be valid for 30 days. You will receive a confirmation approval email when approved that will provide you with a PO number or other directives for ordering. This will be the PO you will provide to vendors.
Personal Reimbursements – Please use this form for Personal Reimbursements – a reminder personal reimbursements should only be used for emergency orders or as a last resort. Please upload your receipt to this request that shows the items were paid.
Travel – Please submit a travel authorization through MyPackPortal prior to your travel. Once you return from your travel, please submit your travel receipts to Toni Rand for processing. She will enter your travel reimbursement and your Contract Manager will approve.
Marketplace – Please be sure to include a detailed justification for your purchase and the location of where the items will be stored. For your GRA’s that submit these purchases, your C&G Manager will insert the PI as an approver.
Please note: Current University employees are not eligible to be paid as Independent Contractors.
Please visit the link for more info: https://procurement.ofa.ncsu.edu/our-services/contract-review-services/
A Contract Review form must be completed that includes the following attachments (Please note your C&G Manager will submit the review form):
Independent Contract Agreement – https://generalcounsel.ncsu.edu/files/2020/12/Independent-Contractor-Agreement-N0001026-3xC1D49-12-14-2020.pdf
Independent Contractor/Employee Checklist – https://procurement.ofa.ncsu.edu/files/2021/02/Independent_Contractor_Checklist.pdf
Original Budget Justification – that includes the Contractor/Consultant noted
TEARS – As a recipient of federal funding NC State University is required to comply with the Office of Management and Budget Circular Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance), as well as other federal requirements for certifying effort expended on sponsored awards. Federal regulations require that employees engaged in sponsored activities periodically review and certify their effort, if costs for labor (salaries/wages, benefits) are charged directly to sponsored projects, cost shared against a nonfederal funding source, or funded from a federal appropriation.
The Employee Activity Reporting System (TEARS) – At NC State, we certify effort via TEARS using the Plan-Confirmation method:
Personnel assignments reflect anticipated work distribution (percentage of effort spent on each sponsored project).
Assignments (and reallocation of funds) are updated timely to reflect changes.
Cost sharing is entered at the beginning of an award and updated as needed.
Effort Reports are certified at the end of the fiscal year.
Your C&G Manager will set up your TEARS effort at the start of each new award.
“Cost sharing” refers to the portion of the total sponsored project costs that are not paid by the sponsoring agency. “Matching” is another commonly used term. There are primarily three types of cost sharing that may occur on sponsored projects: mandatory cost sharing; voluntary committed cost sharing; and voluntary uncommitted cost sharing.
Your C&G Manager will work with you to track any mandatory cost share required on your project. We strongly encourage using TEARS effort where possible to meet cost share.
Please note: if cost sharing is not required by a sponsor, but is included in a proposal, it becomes mandatory at time of award. Any proposed cash cost share on the part of MAE must be approved by the Department Head.
Your C&G Manager will notify you in advance of your closeout due date and work with you to ensure all anticipated expenses are accounted for and reconciled before submitting your closeout.
Project closeout is the process in which the award recipient demonstrates that all applicable administrative actions and all required work associated with the award have been completed. Closeout starts the day you begin to think about your proposal. Effective research administration over the life of the award will help eliminate problems at closeout.
Federal award terms and conditions specify that closeout documentation be submitted to the awarding agency within 90 to120 days after the end of the period of performance.
Some sponsors require that the closeout is completed earlier than 90 days, so it is important your C&G Manager review the terms of the award and notify you about this requirement in a timely manner. For example, most federal pass-through awards require a closeout to be completed within 45 to 60 days of the award end date to allow for the prime recipient to complete a timely closeout of the entire project within 90 to 120 days.
Commonly discussed topics while preparing for the closeout include equipment asset tags, invention disclosures, or fabricated equipment capitalization.
- How do I submit a re-budget or no-cost extension?
- PIs can submit a Project Modification Request via the new PMR Form. Please enter all requested information for the type of PMR you are requesting. Your C&G Manager will enter the request in MyPack Portal and will follow up if there are any questions or issues.
- Normally, No-Cost Extensions need to be submitted at least 30 days prior to the end date of an award (however, be sure to check your Notice of Award for specific guidance). For this reason, please be sure to submit NCE PMR Requests to us at least 45 days prior to an award end date, so that there is time for your C&G Manager and NCSU Contracts & Grants to submit the request to the sponsor.
- I would like to have my GRA moved to a new project during the semester. What is the process for this?
- Please email your C&G Manager about this change prior to the date it should take place. Please include the effective date and the new project #. Your C&G Manager can reach out to the MAE Graduate office to process the distribution change.
- I would like to purchase a piece of equipment that was not a part of the original proposal budget. What should I do?
- An equipment PMR would be needed first for this to obtain sponsor approval plus a re-budget PMR. PI’s can submit a Project Modification Request via the new PMR Form. Please enter all requested information for the type of PMR you are requesting. Your C&G Manager will enter the request in MyPack Portal and will follow up if there are any questions or issues.
- Once the sponsor has approved your equipment request, you can move forward with the MAE Purchase Form request. Please be sure to include a sole source justification with this purchase request, since it will be over $5,000.
- I have a subcontract on my project. How do they get paid?
- Once your subcontract has been set up in the PMR system by your C&G Manager and awarded, a 5 account # will be created for the subcontract that is separate from the 5 account # for your award. Your subcontract should email their monthly invoices to your C&G Manager for processing.
- I would like to travel on my project but there is currently no travel budgeted. What is needed for the travel to take place?
- A Travel PMR would be needed for this to obtain approval from the sponsor and then a Re-Budget PMR. PI’s can submit a Project Modification Request via the new PMR Form. Please enter all requested information for the type of PMR you are requesting. Your C&G Manager will enter the request in MyPack Portal and will follow up if there are any questions or issues.
- I would like to hire a Graduate Research Assistant. What’s the process to set that up?
- Please submit your GRA request through this google form link. The appointment will be entered and your C&G Manager will reach out if any further information or questions are needed. https://docs.google.com/forms/d/e/1FAIpQLSc8B4VOd4eP_0DWS3f7eWmKonIeEwflYVI0B3sC_VyomO-hlA/viewform
Mrs. Elizabeth Walker, Senior Contracts and Grants Manager
The point of contact on financial actions concerning unfunded and funded contracts and grants (Pre and Post Awards) except when concerning graduate student support and when initiating bookkeeping functions.
Clay (CJ) Gosnell, Contracts and Grants Manager
Savanah Alberts, Contract & Grants Manager
Ms. Tina Sattler, Bookkeeper
The point of contact for purchase requests, travel authorization, and personal reimbursements.
Jessica Sudduth, Admin Support Specialist
The point of contact for temporary (biweekly) employees
Contracts and Grants Offices: 3117 & 3111
Contracts and Grants Email: email@example.com
Graduate Office 3113: The point of contact on financial actions concerning graduate student support.
The C&G office deals with processing of a large amount of paperwork everyday. Therefore, correspondence by email is recommended when appropriate. Visiting the office is also welcome between business hours of 8-4pm.