Managing Your Grant

Congratulations on your award! Every grant is unique and involves different requirements. Find below guidance on how to manage your grant.

Consultants and Subawards

Many grants require the use of a consultant to compete the work. Consultants can be paid in different ways. The classification of an individual in the appropriate category is very important. To ensure that the individual qualifies as a consultant please review the Research Foundation’s polices. There are poocessed using RF contract manager.Please click here.

Memorandum of Understanding (MOU)
MOUs can be used to pay a consultant less than $5,000.

Independent Contractor Agreement (ICA)
ICAs can be used to pay a consultant more than $5,000.

Required Documents
Memorandum of Understanding ICA HONORARIUM
• Scope of work
• W-9 Form
• Scope of work
• List of clients
• Invoice (for processing payment after approved)
• Schedule of Payments (if more than one)
• Information about Payee and Authorized Official (Name, Address, Website, Email Address, Phone Number and EIN or SS Number)
•Retroactive Justification(if applicable

• Payment Request
• I.C.A. (Form RF 803)
• Scope of work
• W-9 Form
• List of clients
• Invoice (for processing payment after approved)
• Schedule of Payments (if more than one)
• Information about Payee and Authorized Official (Name, Address, Website, Email Address, Phone Number and EIN or SS Number)
• Retroactive Justification(if applicable

• Scope of work
• Budget
• W-9 Form
• Subrecipient Commitment Form
• Retroactive Justification(if applicable
• Invoice (for processing payment after approved)
• Schedule of Payments (if more than one)
• Information about Payee and Authorized Official (Name, Address, Website, Email Address, Phone Number and EIN or SS Number)
• IACUC or IRB Approval (if applicable)


Honorarium Make Bigger
An honorarium is a one-time payment made to non-Foundation employees.

Required Documents
HONORARIUM
  • W-9 Form
  • A flyer of the event with the presenters name


Equipment

Equipment is considered an item that costs $10,000 or more. To purchase equipment you must do the following:


1. Obtain quote(s)/bid(s) from vendor(s). Please refer to the Research Foundation Policy on Equipment for more details.
2. Complete a Purchase Requisition Form (RF 208). Complete an Equipment Screening Form. Keep one copy for your records and send the original to the Research Foundation.

The RF will send a Purchase Order to the vendor. Once the item(s) is received, please complete a Payment in the RF payment System and attach the invoice and packing slip.



Policies

Federal Policies

The new Uniformed Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards was approved on 12/26/13 by the federal Office of Management and Budget (OMB).  The new guidance supersedes all other guidance and governs grants management.  This guidance is also know as Uniform Guidance.  For more information please refer to the Uniform Guidance link..


Research Foundation Policies
The Research Foundation has implemented several policies. They can be found on the Research Foundation website at www.rfcuny.org



Project Personnel

For Employees

For employees paid by Research Foundation funds, listed below is pertinent information to assist you in this process. Please refer the PAF information letter before you proceed as it contains guidelines and important information.
PAF Information Letter

These links listed below will also assist you in the process.

  • Electronic Timesheet System –E–Timesheet
    The link provides information on the Research Foundation's e-Timesheet system. This applies to both full-time and part-time employees.
    Click here

These links listed below will also assist you in the process.

  • Project Director ’s Employee Guide
    For information on how to manage your personnel please refer to the Project Director’s Employee Guide at:
    Please Click Here.

  • Hiring Foreign Nationals
    If you are planning to hire foreign nationals, please refer to the guidelines for Hiring Foreign nationals
    Please Click Here

  • Fringe Benefits
    All Employees have fringe benefits attributed to their salaries. These rates are based on their employee classification. Please refer to the RF website for more information about employee classification
    Please Click Here

  • Employee Title and Suggested Salary Guidelines
    For information on salary ranges and titles, please refer to the Research Foundation website Here.



Final Reports

  • PSC-CUNY Research Award Program

    A final report is required from faculty receiving awards in this competition. All award recipients are required to prepare a one-page final project report citing publications and any external grants submitted or received as a result of their PSC-CUNY Award. Final Reports are due March 1st following the expiration of the grant. Final Reports must be emailed to the Research Foundation at: PSC_CUNY@rfcuny.org. The required form can be downloaded from https://www.rfcuny.org/RFWebsite/media/1956/psc-cuny-research-award-final-project-report.doc.  No further PSC-CUNY awards will be made to the PI unless the Final Report is submitted.


  • NIH Research Performance Progress Report (RPPR)
    Progress reports are required annually to document grantee accomplishments and compliance with terms of award. They describe scientific progress, identify significant changes, report on personnel, and describe plans for the subsequent budget period or year. Research Performance Progress Report (RPPR) is required for the submission of required annual or other interim performance reporting on research grant and cooperative agreement. RPPR reports are completed online. For more information please click here

  • Fiscal Reporting
    Fiscal reporting is done by the Research Foundation of CUNY, which is our fiscal agent. RF-CUNY can be contacted at (212) 417-8300 and the website is . It is located at 230 West 41st Street, 7th Floor, New York, NY 10036.




Stipend

Stipends are funds provided to an individual, such as through a scholarship and fellowship. Please refer to the following link on the Research Foundation website for guidelines and to determine if the individual you wish to compensate qualifies to receive a stipend. For more information please click here



Supplies

Researchers have a few options on how to purchase supplies if the total amount is under $10,000.

  1. You may purchase the item(s) on your own and be reimbursed. If you choose this option, please obtain a tax exempt form from the Office of Research Administration, as the Research Foundation will not reimburse you for taxes paid. Please complete a payment request form and attach your receipts and packing slips.


  2. If the company accepts purchase orders, you can order the item(s) using a small order form. Please refer to the flowchart for assistance in completing a small order form.

Researchers have only one option to purchase supplies if the total amount is over $10,000.

  1. Complete a Purchase Requisition Form (RF 208). Keep one copy for your records and send the original to the Research Foundation. The RF will send a Purchase Order to the vendor.

For further information, please refer to the Research Foundation policy on Purchase of Equipment, Supplies, and Construction Related Contracts, plesae click here.




Travel

Many project budgets include travel. Please refer to the following information for guidance.

Travel Guidelines

Please refer to the Research Foundation guidelines on travel here.

Per Diem Rates



Tuition

Some grants budgets include Tuition assistance, if your grant is budgeted for these expenses the following form must be completed and signed by the principal investigator or the project director and the student and sent to Annmarie Rivera, nrivera@hunter.cuny.edu at the Office of Research Administration.

The original should be sent two weeks prior to the payment due date. Please review deadlines carefully.

T The form that must be completed is the Research Foundation Grant Related Tuition Form which can be downloaded from our forms page.

Note: The Bursar’s office will not accept any forms that have not been approved by the Office of Research Administration.



Other

Participant Payment

Participants involved in a research study are sometimes compensated for their participants. Researchers should maintain a list that includes the name of the participant, signature of participant, date(s) of participation and amount received. If the subjects are involved in a confidential study, an ID # should be assigned to each participant and a list of payments made giving ID #'s, dates and amount received.

If the advance is for purchase of metro cards, gift cards or other items to be distributed to program participants, you will need to provide a list, with individual signatures confirming receipt, of those to whom the items are given.

Petty Cash Fund

Petty Cash funds are intended to allow projects to reimburse staff for small dollar value expenditures on a continuing basis. To obtain petty cash, you must complete and submit the Petty Cash Request form and a Payment Request. The designated custodian of the Petty Cash Fund is responsible for safeguarding cash and receipts. To replenish the Petty Cash Fund, submit a Payment Request and receipts totaling the amount of the replenishment request. To close out a Petty Cash Fund, submit remaining receipts and unexpended funds in a check along with a written request to formally close the Petty Cash Fund. Receipts and cash must reconcile to the total of the original Petty Cash Fund. The form can be obtained from the Forms page of this website.