Purpose of the Handbook and Website
Handbook Section and Topic Page Links
Section 1: Introduction
Section 2: Proposal and Budget Development
- Charging Administrative Expenses
- Accounting for Unallowable Costs
- Application of Facilities and Administrative (F&A) Cost Rates
- Facilities and Administrative (F&A) Cost Waivers
- Personnel Costs
- Fringe Benefit Rates
- Institutional Base Salary
- Cost Sharing
Section 3: Managing Awards
- Opening or Modifying a Project
- Prior Approvals
- No-Cost Extension
- Cost Transfers
- Effort Reporting
- Salary Cap Administration
- Program Income
- Clinical Trials Financial Management
- Managing Sponsor Payments
Section 4: Travel and Procurement
- Domestic and Foreign Travel
- Memberships, Subscriptions, and Professional Activities
- Managing Subawards
- Small Business Program
- Managing Equipment Acquired with Federal Funding
- Recharge Center Policy
Section 5 Closing an Award
This Handbook and website attempt to capture, simplify, and organize critical information in an easy to use format that NYU staff can reference while managing grants and contracts that support sponsored research.
The Sponsored Programs Administration (SPA) Handbook provides an overview of several areas of grants management, such as:
- Opening and Closing Sponsored Accounts
- Managing Sponsored Program Expenditures, including Personnel Expenses, Travel, Membership Dues, Equipment, Computers, etc.
- Dealing with Cost Share
- The National Institutes of Health (NIH) Salary Cap
- Processing Cost Transfers
- Program Income
- Working with Recharge Centers
- Managing Equipment Purchased with Federal Funding
- Managing Subawards
- Closing Out Awards & Financial Reporting
- Handling Audits
- Comprehensive Glossary of Terms and Acronyms
This Handbook aims to assist both New York University (NYU) Principal Investigators (PI's) and grant administrators with basic background and reference information useful to the administration of Federal awards and subawards, as well as to provide NYU staff with the information and tools needed to successfully manage grant programs and ensure compliance with federal regulations and requirements.
While this Handbook is mainly focused on the requirements of managing U.S. Federal grants (and provides some assistance managing Federal contracts) many of the tools and concepts are transferable to other public and private sponsor relationships. It is our hope that SPA’s Handbook and website will serve as a valuable resource to NYU staff and will serve a number of purposes, such as:
- The basis of workshops, e-Learning, and seminars, which will focus on how U.S. Federal and private grants and contracts are managed at NYU
- A reference manual for new and experienced professionals
- A source of useful tools and guidance
- A repository of policies and procedures governing the management of U.S. Federal and private grants and contracts
- A stand-alone, self-study course for individual or small “self-study” work groups
Finally, the Handbook is not meant to replace the assistance and support that PI's and their staff should expect from SPA. To that end, please feel free to contact SPA staff about any subject covered in this Handbook.
Post-Award Administration Offices
Sponsored Programs Administration (SPA)
This office performs the “post-award” financial support for sponsored programs administration at NYU. This includes project set-up, billing and financial reporting, receivables analysis and collection and project closeout. SPA is also responsible for compliance functions relating to grants and serves as the primary liaison for all audits, including the annual OMB Uniform Guidance audit.
Office of Sponsored Programs (OSP)
OSP provides the “pre-award” support for Sponsored Programs such as: identifying potential sponsors, interpreting guidelines, developing budgets, and assisting with application requirements and submission. OSP also provides institutional approval and sign off for proposal submissions, negotiates awards with sponsors and guides investigators in project administration
This office performs the review, drafting, and negotiation of grants, contracts, subawards, and consulting agreements related to sponsored programs. This function is performed whether the agreements are received or issued by NYU. The Contract Office is a subdivision of (and co-located with) OSP.
Costing & Analysis
This office performs the following activities: the preparation, submission and negotiation of the University's Federal Facilities & Administrative (F&A) and Fringe Benefit rates as well as administering the University's Time & Effort Certification process.
University Development and Alumni Relations (UDAR)
This office solicits private funding necessary to support the strategic goals of the University in teaching, learning and research. Fundraising is performed for immediate, long-range and future financial support, through gifts and pledges to the University, for critical operations such as student aid, faculty support, academic and research program development, and facilities and infrastructure.