Office of Sponsored Research and Programs
Frequently Asked Questions (FAQ) - OSRP
Questions and Answers on need-to-know information 
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GENERAL QUESTIONS:
- Where is the office located and what are the office hours for the Office of Sponsored Research and Programs (OSRP)?
- It has been awhile since I visited the OSRP web site and I can not find anything.
- Who do I contact if I need assistance in finding the best target for funding?
- What types of training is offered through OSRP?
- Where can I find the Institutional information?
- Where do I obtain grant forms?
- Having problems downloading the electronic forms?
- Who can help me with budget information?
- Who should I contact on Awards issues?
- What is the indirect cost rate (formerly F&A) for Missouri State?
- Who do I contact with comments and suggestions on the OSRP web site?
- What are the Missouri State Facilities & Administration (formally indirect cost) rates?
- What are the current fringe benefits rates?
- Where can I get a copy of the University’s Standard Research Agreement?
- How many copies of a grant application need to be submitted?
- What are the mailing options for grant applications?
- Who signs for the University as the Authorized Representative?
- How can I obtain an account number to start expenditures on my grant?
- If I submit a proposal in response to a RFP or RFQ, is the process the same as it is for any other proposal?
PROPOSALS:
- Who can help me in developing a Project Proposal?
- Where is the financial disclosure information maintained?
- Who is responsible for copying and mailing the proposal?
- An individual wants to give my departmental library some valuable manuscripts. How do I go about accepting this gift?
- 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?
- I need to request a no-cost extension on my nonfederal grant/contract, who do I speak to?
- What F&A rate should be used for an application going to a foundation?
- If I submit a proposal in response to a RFP or RFQ, is the process the same as it is for any other proposal?
PRE AWARD MANAGEMENT
GENERAL PRE AWARD
- Who can help me with electronic submissions?
- If I submit a proposal electronically to the sponsor do I also need to route a paper copy?
- Do I need to make an appointment to obtain signatures on a document?
- How many days do you need to review my proposal?
- How do I find funding opportunities?
POST AWARD MANAGEMENT
GENERAL POST AWARD
- Can I re-budget on my award?
- How can I obtain a time extension on my award?
- Where should grant/contract payments be sent?
- Do I have to monitor my sponsored projects?
- Who prepares the financial reports?
FEDERAL POST AWARD
- What is the balance on my account?
- How much direct money do I have to spend?
- When does the F&A and fringe benefits get calculated on the account?
- When do the fringe benefits and F&A get deducted from my account?
- I am leaving the Missouri State and would like to transfer my federal grant to my new institution. How do I do this?
NON FEDERAL POST AWARD
- Who handles my non-federal account?
- Can you close this 5015 or 5025 account?
- How do I handle sales credits on fund 5015 and 5025 accounts?
ANSWERS:
- Where is the office located and what are the office hours for the Office of Sponsored Research and Programs (OSRP)?
OSRP is located on the 4th Floor of Carrington Hall 407 (Directions) and the office hours are from 8:00am to 5:00pm. (Closed on Federal Holidays).
We have completed an overhaul of the entire web site to better serve the research community at Missouri State. A site map serves to assist visitors in navigating the web site. It provides an outline of the entire OSRP web site and is a good place to start.
Please contact Dr. Jim Baker VP, Research and Economic Development and acting Director of the Office of Sponsored Research and Programs, at (417) 836-5972 or E-mail: williamalter@missouristate.edu
OSRP staff offer formal and informal Proposal Development Seminars during the academic year to prepare faculty, staff, undergraduate and graduate students in the skills of effective proposal development. Upon request, seminars can be tailored for specific colleges, departments, classes, or faculty groups. Call the staff in the Office of Sponsored Research and Programs, at (417) 836-5972 or E-mail: sponsoredresearch@missouristate.edu
The Institutional information is part of the Frequently Required Information used by most grant giving bodies to assess educational institutions such as Missouri State University. Call the staff of the Office of Sponsored Research and Programs, at (417) 836-5972 or E-mail: sponsoredresearch@missouristate.edu for additional information.
Most agencies have application forms on their web sites. You can also find internal forms under the "Downloadable Forms" section of our website.
See the "correcting problems downloading forms" under the "Downloadable Forms" section of our website. Phone OSRP at 417-836-5972.
The Office of Sponsored Research and Programs has created a Competitive Budget web page that supports faculty/staff/students in developing their budget.
For questions on proposals and pre-award and post-awards issues see the Office of Sponsored Research and Programs
The rates can be found at the F&A costs web site.
Please contact Bruce Richards (417-836-5972) from the Office of Sponsored Research and Programs
Our University of Missouri State F&A rates are on the OSRP website. You may also contact your College/School Dean.
The current fringe benefits rates and their calculations are on the OSRP website.
The Office of Sponsored Research and Programs has a template for a standard Internal and External Research Agreement. Please contact the acting Director, Dr. Jim Baker (417-836-5972) for more details.
Follow the agency guidelines as published in the application packet and/or specific program announcement.
Follow deadline dates and times according to the application packet and/or specific program announcement. All Grant applications must come through OSRP before it can be mailed. OSRP can mail it for you. It would be best to have the document completed at least 48 hours before the deadline. Please note OSRP mailing deadline times:
Courier Drop-off 12:00 mid-day in CARR 407. (Carrington Hall, 4th floor)
Jim Baker, Vice-President for Research and Economic Development, signs all applications, agreements, and pre-award documents.
Financial Services will establish an account number once we receive a fully executed award document. Contact the Office of Sponsored Research and Programs 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. OSRP 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 OSRP at least two days prior to the agency deadline.
Proposals
The Office of Sponsored Research and Programs has created a Proposal Development guide that supports faculty/staff/students in developing their project proposal.
If submission of a proposal is electronic, OSP will submit the proposal and email a copy of the proposal to the PI, if requested.
If proposal is to be submitted in a hard copy, OSP will return the signed original to the PI/Department, who in turn is responsible for making copies and mailing the proposal to the sponsor.
Financial Disclosure information can be obtained by calling Financial Services (417-836-5632), e-mail: FinancialServices@missouristate.edu or Sponsored Research. (417-836-5972), e-mail: MZordell-Reed@missouristate.edu
- 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. See your department for further information.
- 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. OSRP must review and, if necessary, negotiate the agreement. Go ahead and sign it but process the agreement with a complete Transmittal Form
Contact OSRP to locate the account responsible for your grant/contract.
Use the Missouri State University indirect cost rate of 42%.
For exceptions, contact OSRP for approval. See in the Office of Sponsored Research and Programs Office. MZordell-Reed@missouristate.edu
- 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.
Pre Award Management
General Pre-Award
The OSRP website includes links to resources to help identify grant opportunities. Some searchable database services, (SPIN , SMARTS, GRC, and The Foundation Center), are available to all Missouri State faculty and staff free of charge. Others available from federal government web sites are available through the web (Grants.Gov, Federal Register, and Catalog for Federal Domestic Assistance). The Foundation Center web site provides hundreds of links to Private, Corporate, Community foundations and Public Charity Grant opportunities can be found by inserting keywords or foundation names into the search engine.
Please see OSRP for the most up to date information regarding assistance.
In addition to the electronic version of any application, you must route the traditional paper copy of the proposal along with a Internal Approval 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, OSRP will approve submission of the application to the sponsor. See Internal Approval Form Instructions
Calling to make sure that the required authorized official is present would be of great help. This helps to streamline the delivery process. Seek to have the document delivered to CARR 407, (417-836-5972) 48 hours before the deadline.
OSRP recommends that your proposal be in our office at least three business days before the application deadline due date. This will allow for time to review the documents to ensure compliance with the grant guidelines as well as the necessary compliance submissions, whether it be human subjects reviews, animal care and use documentation, as well as a full-signed internal appoval form from your respective department head/center, dean and the the vice president for research and economic development office. In this regard, it is advisable for the faculty member to begin their routing at least five business days prior to submission of the necessary proposals.
Post Award Management
General Post-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 Financial Services Accountant responsible for your particular project if you have questions.
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. Contact OSRP for submission.
Grant and contract payments should be sent payable to "Missouri State University" and addressed to:
Missouri State University
Grants and Contracts,
901 S. National Ave., CARR 424, 4th Floor
Springfield, MO 65897
Yes. As Principal Investigator you are responsible for insuring that only allowable costs related to your project are charged to the sponsored account.
Financial Services will prepare all financial reports in the format and frequency required by the sponsor.
Federal Post-Award
Check the balance through the Financial Services department and the accountant assigned to your proposal.
Each federal agency has different regulations regarding spending on a grant. Therefore, it is best to contact the accountant at OSRP who is responsible for the sponsoring agency of the grant.
The last Friday of the month or the last posting date in Accounting Services.
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. See further information.
- I am leaving the Missouri State 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 Director at OSRP to find further information on who is responsible for that federal agency.
Non-Federal Post-Award
Non-federal accounts are assigned to one of three accountants in our section. To find the non-federal accountant who handles your accounts, use the Grant Accountant assigned at Award.
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.
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 5015/5025 account. Monies from such activities belong in fund xxx, xxx or xxx --they should not be deposited into fund xxx as revenue, sales credits, or refunds of disbursements. For additional help on this type of revenue, check the Accounting Services web page.