• Responding to a call for proposals takes preparation and planning. Review the guidelines and requirements. When a funding opportunity has been identified, please contact an Office for Research and Sponsored Programs staff member for assistance.
• PI Responsibilities
• Prepare a competitive proposal narrative in accordance with the sponsor guidelines
• Prepare all technical components required by the sponsor
• Obtain documentation from subcontractors/collaborators
• Identify project costs
• Identify and address any project requirements and discuss with the chair and dean for approval
• Identify sources for cost-sharing requirements
• Provide a complete final proposal to the Office for Research and Sponsored Programs at least two weeks before the deadline
• Inform chair and dean of the intended proposed project for approval
• Complete an internal review form

• Provide all relevant administrative information
• Offer guidance on proposal narrative preparation
• Assist with the preparation of the proposal budget
• Provide guidance on sponsor and university cost-sharing requirements
• Review the proposal for conformity to sponsor and university guidelines
• Submit the final proposal on behalf of the university

• Administrative Rates and Institutional Information
• Summer Compensation

• Review and Approval – The Local Approval process
  • All grant applications submitted to external sponsors on behalf of the university require prior review and approval by appropriate institutional officials. In all cases, grant applications require review and approval by the department chair and dean of all faculty members listed on a particular proposal and/or by the immediate supervisor and vice president of any administrator listed on a grant proposal. Further, grant applications require review by the Office for Research and Sponsored Programs, which also secures the review and approval of the university controller and provost. Occasionally, other internal approvals may be required, depending on the nature of the proposed work. For example, special approvals may be required if a proposed project involves humans or animals as research subjects; major expenditure on computing equipment and software; renovations to existing facilities; or the production of hazardous waste. The Office for Research and Sponsored Programs assists in identifying these requirements and securing the necessary approvals.
• Grant and Contract Proposal Internal Review Form
• Subrecipient Commitment Form
• Authorized Organizational Representatives (AOR)
  • AORs for all grant applications
    Sofia Kakoulidis, MBA
    Vice Provost for Research and Sponsored Programs
    144 Hofstra University, 200 WLW
    Hempstead, New York, 11549
  • AOR for all contracts
    Timothy Doyle
    Senior Vice President for Financial Affairs and Treasurer
    128 Hofstra University
    100 Phillips Hall
    Hempstead, New York, 11549

When the sponsor awards a proposal, the Office for Research and Sponsored Programs works closely with the principal investigator/project director and the Office of Legal Affairs to negotiate and accept the award. If the sponsor requests more information and/or a budget revision, the Office for Research and Sponsored Programs team will assist the principal investigator/project director in providing all requested information and then review and submit it to the sponsor.

Notice of Grant Award
The Office for Research and Sponsored Programs team generally receives all grant award notifications. However, sometimes, sponsors notify the principal investigator/project director directly. Award letters may require the signature of Hofstra’s authorized official. If the principal investigator/project director or the department receives an award letter, forward it immediately to the Office for Research and Sponsored Programs for further processing.
 
Only Hofstra’s Authorized Official Representative for Contracts can endorse an award on behalf of Hofstra University.

Terms and Conditions
Most award notices contain terms and conditions or incorporate them via reference on the awarding agency’s/sponsor’s website. Terms and conditions also apply to subrecipients, and Hofstra ensures that all subrecipients know their contractual obligations.

Award Agreements and Negotiations
The Office for Research and Sponsored Programs guides all negotiations and agreements involving review by the Office of General Counsel and the Office of Contracts Administration. The AOR authorized to sign all contracts must sign all award agreements. Principal investigators cannot sign award documents on behalf of the university.

Congratulations on your new award! The award notice must be fully executed before the Grants Management Office (GMO) can create a designated fund number for the new award. The Office for Research and Sponsored Programs Pre-Award Team will submit a request to the GMO Post-Award Team, located within the Office of Financial Affairs.

Office for Research and Sponsored Programs Pre-Award Team responsibilities
The Office for Research and Sponsored Programs Pre-Award Team will submit a grant fund request, which may include the award notice, budget, sponsor’s check, and original budget.

Grant Fund Requests
Post-Award Forms
Three forms (financial classifications, research type, private business use)

Budget Revisions
The Office for Research and Sponsored Programs Pre-Award Team will work with the project leadership team to make any budget revisions, if necessary.

Subrecipient Agreements
The Office for Research and Sponsored Programs Pre-Award Team will also coordinate with appropriate staff at subrecipient institutions to secure a fully executed subrecipient agreement.

The GMO Post-Award Team will review all pertinent documents and assign a designated banner fund number. The GMO Post-Award team may request a meeting to discuss the financial management of the project after assigning a fund.

• The GMO Post-Award Team will collaborate with the principal investigator/project director and the Office for Research and Sponsored Programs Pre-Award Team to establish a fund with an accurate project budget and any other requirements specific to the project. The GMO Team will then work closely with the principal investigator/project director to monitor expenses.

Team Members

• Ed Bogle, Grants Manager
• Jing Jing Yu, Senior Grants Accountant

Award Monitoring
 

The GMO Post-Award Team ensures proper financial management throughout the project period. The GMO Post-Award Team assists with requests and documentation for salary compensation, travel, equipment, consultants, and supplies.

Subrecipient Monitoring
This is the process by which Hofstra’s GMO Post-Award Team invoices and ensures proper financial management of subrecipients.

Reporting
Sponsors expect progress and effort reporting on sponsored projects. The GMO Post-Award Team helps monitor two types of reporting mechanisms during a project period.

• Effort Reporting
  The purpose of effort reporting is to provide a basis for which salary is charged and identify the effort put forth by the project team. Effort reporting must be

• Documented appropriately
• Certified by the /project director and the Office for Research and Sponsored Programs
• Based on reasonable estimates of salaries and wages

• Progress Reporting
  The principal investigator/project director prepares and submits annual and final progress reports as required by the sponsor. These reports typically include

• Accomplishments to date
• Issues encountered during the reporting/project period
• Information/data collected during the reporting/project period
• Overall project management/changes

Release Time Form

Subrecipient Form

Other Expense Form

Monthly Expense Reports and Review

When a project end date is approaching, the project team may need more time to complete the project goals and objectives. A no-cost extension request will allow the project team to extend the project end date with no money added to the grant award. You cannot request a no-cost extension solely to use the remaining funds.

• When to Request an Extension?
  Typically, an extension request should be made no less than 45 days before the end date.

• What If I Need to Rebudget Remaining Funds?
  In most cases, you may submit revised budgets to the sponsor with an extension request for additional time.

Final Technical Report

The principal investigator/project director submits the final technical report on time. Send copies to the Office for Research and Sponsored Programs Pre-Award Team and the GMO Post-Award Team for their records.

Final Financial Reporting

The GMO Post-Award Team, in conjunction with the principal investigator/project director, prepares the final financial report. Final financial reports are generally submitted 60–90 days after the project end date or per sponsor guidelines. Principal investigators/project directors are responsible for submission and for ensuring that all expenses have been incurred prior to the project end date.

Final Subaward Closeout

The GMO Post-Award Team will invoice all subrecipients in accordance with the executed agreement. The principal investigator/project director must ensure that all subrecipients complete their tasks and post all expenses.

Post Award Closeout Form

What Happens If I Have Remaining Funds?

Return unspent grant funds to the sponsor per the sponsor guidelines. If the goal and objectives remain incomplete, request a no-cost extension to use the remaining funds to complete these tasks.

Inventions

Most sponsors require that the university disclose any inventions developed during the project work at the project’s conclusion.

Property and Equipment

The GMO Post-Award Team is responsible for any required property and equipment reports. The principal investigator/project director must provide this information if requested.

• Grant and Contract Proposal Review Form
• Contract Approval Form
• Contract Information Form (includes Independent Consultant Checklist)
• Time and Effort Reporting Form
• One-Time Payment Form
• Subrecipient Form
• Subrecipient Commitment Form