General Questions

• When is the Office for Research and Sponsored Programs (RSP) open?

  Office hours are from 7:45am to 11:45am and 12:30pm to 4:30pm. (May be closed on rare occasions for staff meetings).

• How can I locate funding sources?

  The RSP website includes links to resources to help identify grant opportunities. Some searchable database services, (COS, IRIS and SPIN), are available to UW-Madison faculty and staff free of charge. The Grant Information Center in the Memorial Library has additional resources for locating funding sources.

• Where do I obtain grant forms?

  Most agencies have application forms on their web sites. You can also find forms under the "Forms" section of our website.

• Who can help me with budget information?

  Your department or your College/School Research Administrator

• Whom should I contact in my Dean's Office?

  Each Dean's office has a staff member to help process grants. For questions on proposals and pre-award issues see the College & School Pre-Award Research Contacts. For questions about awards and post-award issues see the College & School Post-Award Research Contacts.

• What are the UW-Madison Facilities & Administration (formally indirect cost) rates?

  Our University of Wisconsin - Madison F&A rates are on the RSP website. You may also contact your College/School Research Administrator.

• What are the current fringe benefits rates?

  The current fringe benefits rates and their calculations are on the RSP website.

• Where can I get a copy of the University's Standard Research Agreement?

  The University's Standard Research Agreement is on RSP's website.

• How many copies of a grant application need to be submitted?

  Follow the agency guidelines as published in the application packet and/or specific program announcement.

• What are the mailing options for grant applications?

  Follow deadline dates and times according to the application packet and/or specific program announcement. You may choose to mail the application yourself or to have RSP mail it for you. RSP will pay to send packages by First Class U.S. mail only. If the application is to be mailed by an overnight courier you must provide the appropriate prepaid stamp. Read the Business Services site for information on shipping options. There is one daily courier pickup at RSP for Federal Express and one for UPS. Please note RSP mailing deadline times: U.S. MAIL 1:30 PM FEDERAL EXPRESS 3:00 PM UPS 3:00PM

• Who signs for the University as the Authorized Representative?

  Signature Authority Memo Diane Barrett, Assistant Director, Pre-Award Services, signs all applications, agreements, and pre-award documents. Jan Kalvin, Administrative Officer, signs all applications. Cheryl Gest, Administrative Officer, signs all applications. Stephanie Gray, Administrative Officer, signs all applications. Robert C. Andresen, Assistant Director, Post-Award Services, signs all post-award documents (Financial Reports, Invoices, Subcontracts, Requests for Rebudgeting and No-cost Extensions). Chuck Hoffman, Administrative Officer, signs all Federal post-award documents. Barb Keenan, Administrative Officer, signs all Federal post-award documents.

• Do I need to make an appointment to obtain signatures on a document?

  Calling for an appointment is not necessary. An authorized official is always available at RSP to sign on behalf of the University.

• How can I obtain an account number to start expenditures on my grant?

  RSP will establish an account number once we receive a fully signed award document. In some cases we can activate an account number in advance. Contact your College/School Research Administrator in your Dean's office for specific details.

• If I submit a proposal in response to a RFP or RFQ, is the process the same as it is for any other proposal?

  No. RSP will need to have additional time to process these proposals. RFP's and RFQ's pertain to a contract and contain representations and certifications, and terms and conditions that need review prior to submission. Make certain that the full text of the RFP or RFQ accompanies the proposal which should be submitted to RSP at least two days prior to the agency deadline.

Proposals

• Where is the Outside Activities Report information maintained?

  Outside Activies Reporting information can be obtained by calling or e-mailing Chris Furness (890-1613) or chrisb@bascom.wisc.edu

• Who can help me with electronic submissions?

  Please see RSP's Electronic Systems information page for the most up to date information regarding assistance on campus. This page details many of the most frequently used systems and their submission requirements. For additional assistance, please contact your appropriate Preaward College & School contact or the appropriate RSP Team.

• If I submit a proposal electronically to the sponsor do I also need to route a paper copy?

  In addition to the electronic version of any application, you must route the traditional paper copy of the proposal along with a Transmittal Form through the regular approval process. It is important that the paper copy be clearly marked with Electronic Submission. After review and approval of the paper copy, RSP will approve submission of the application to the sponsor.

• An individual wants to give my departmental library some valuable manuscripts. How do I go about accepting this gift?

  Process the gift through your college/school on a Gift-In-Kind Transmittal form. The form is on RSP's website.

• I have a Material Transfer Agreement for some materials that I have requested from a company. Can I sign it and send it back? If not, how do I process this?

  You cannot sign the Material Transfer Agreement and return it without going through the University transmittal process. RSP must review and, if necessary, negotiate the agreement. Go ahead and sign it but process the agreement with a complete Transmittal Form

• I need to request a no-cost extension on my nonfederal grant/contract, who do I speak to?

  Use our Accountant Search Page to locate the account responsible for your grant/contract.

• What F&A rate should be used for an application going to a foundation?

  Refer to our F&A Exception List. This list provides a list of non-profit sponsors most frequently applied to by University faculty. If a foundation is not listed: Use the University of Wisconsin - Madison indirect cost rate of 47% or Contact the company and request the indirect cost rate they consistently apply to all recipients. This will need approval from your Dean's office and from Diane Barrett, Assistant Director, Pre-award Services in Research and Sponsored Programs.

• If I submit a proposal in response to a RFP or RFQ, is the process the same as it is for any other proposal?

  No. RSP will need to have additional time to process these proposals. RFP's and RFQ's pertain to a contract and contain representations and certifications, and terms and conditions that need review prior to submission. Make certain that the full text of the RFP or RFQ accompanies the proposal which should be submitted to RSP at least two days prior to the agency deadline.

 

Post Award Management

General Post-Award

• Can I rebudget on my award?

  The terms and conditions of the award specify which programmatic and budgetary changes may be made with University approval and which need sponsor approval. In most instances the appropriate terms and conditions will be referenced on the award document (e.g. Federal Demonstration Partnership - FDP or funding agencies). In some cases the terms and conditions will be specifically attached to the award document. In general many non-federal sponsors are more strict in their adherence to approved budgets than Federal sponsors. Contact the RSP Accountant responsible for your particular project if you have questions.

• How can I obtain a time extension on my award?

  The terms and conditions of the award specify which programmatic and budgetary changes may be made with University approval and which need sponsor approval. Changes that require sponsor approval require institutional concurrence. Please refer to the RSP Time Extension procedures and contact the RSP accountant who is responsible for your project.

• Where should grant/contract payments be sent?

  Grant and contract payments should be sent payable to "The Board of Regents of the University of Wisconsin System" and addressed to: University of Wisconsin-Madison Research & Sponsored Programs 21 North Park Street, Suite 6401 Madison, WI 53715-1218

• Do I have to monitor my sponsored projects?

  Yes. As Principal Investigator you are responsible for insuring that only allowable costs related to your project are charged to the sponsored account.

• Who prepares the financial reports?

  The Research and Sponsored Programs Office will prepare all financial reports in the format and frequency required by the sponsor.

Federal Post-Award

• What is the balance on my account?

  Check the balance on-line with WISDM. Accounting Services with Office of Human Resource Development provides training for WISDM. Check the accounting ledger statement with your Department Administrator or College/School Research Administration

• If another department will be spending on a grant, how do I change the edits or add a UDDS to an account?

  Changing the edits on an account by adding or changing a UDDS requires written documentation of the request. Submit the request from a Department or Center through the appropriate Dean's office for approval and subsequent routing to RSP. An email from the Dean's office to RSP is acceptable. If the change involves more than one Dean's office, route the changes through each Dean's office. All units listed must approve the changes. Then send the request to the appropriate accountant within RSP

• How much direct money do I have to spend?

  Each federal agency has different regulations regarding spending on a grant. Therefore, it is best to contact the accountant at RSP who is responsible for the sponsoring agency of the grant.

• When does the F&A and fringe benefits get calculated on the account?

  The last Friday of the month or the last posting date in Accounting Services.

• When do the fringe benefits and F&A get deducted from my account?

  Fringe benefits are encumbered and deducted from the balance when a salary appointment is set up on the account. F&A is encumbered and deducted from the balance at the time an award is created and updated upon the receipt of additional funds for the project. Actual charges for fringe benefits and F&A are based on actual expenses incurred during the monthly period and charged to the account on the last posting date for the month.

• I am leaving the UW and would like to transfer my federal grant to my new institution. How do I do this?

  Call the Grants Program Officer at the federal agency to notify them of the transfer. Agency forms may need to be completed. Contact the RSP accountant responsible for that federal agency.

Non-Federal Post-Award

• Who handles my non-federal account?

  Non-federal accounts are assigned to one of four accountants in our section. To find the non-federal accountant who handles your accounts, use our Accountant Search page

• Can you close this 133 account?

  In order to close an account, the account must be in balance: its budget, disbursements, and receipts must be equal. In addition, all requisitions must be closed or canceled. If an account is not in balance or still has open or overdrawn requisitions, it cannot be closed pending additional action. Please contact the accountant that manages your account for assistance.

• How do I handle sales credits on fund 133 accounts?

  Revenue generated from a fee charged for the sale of goods or services or for admission to an event does not belong in a fund 133 account. Monies from such activities belong in fund 101, 128 or 136 --they should not be deposited into fund 133 as revenue, sales credits, or refunds of disbursements. For additional help on this type of revenue, check the Accounting Services web page or contact your Dean's Business Office.