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Frequently Asked Questions

GENERAL

  1. What is MTDC?
    Modified Total Direct Cost. This is the direct cost to which Indirect Cost (or F&A) apply.
    The base on which F&A is applied includes salary/wage costs, including fringe benefits, materials, other direct expenses (such as services), travel and the first $25,000 of a subcontract, but excludes capital equipment valued at $5,000 or more, tuition remission, scholarships, fellowships, rental costs for off-site facilities, and that part of a subcontract over $25,000.
    For a complete listing of MTDC see the OSP website at: http://www.umbc.edu/ospa/pages/policies/Agreement_06_10.pdf

  2. What is TDC?
    Total Direct Cost. This is the total cost of the project minus Indirect Costs (or F&A).
    The base on which F&A is applied is the total of all direct costs related to the grant (no exclusions).

  3. What is Salary & Wages (S&W)?
    Technically, this is not related to salary and wages when we utilize it. It usually pertains to participant support costs. What happens is that the students are not paid through the accounting subcode of 4600 but rather through a student subcode under the 2700’s. This category is generally related to a supplement that is funded through National Science Foundation and involves participant support costs. While participant support costs generally don’t get indirects, an allowance may be established or negotiated in advance when circumstances indicate that the grantee could be expected to incur significant expenses in administering the participant support payment.

  4. How do I get a NSF PIN #?
    The Office of Sponsored Programs (ext. 5-3140) must generate a PIN number for a faculty member who wishes to apply for an NSF grant. After accessing FastLane for the first time, the faculty member generates a password known only to him/her.

  5. Important Numbers for Applications:
    FICE: 002105
    NIH EIN: 1-526002036-A6
    All other EIN: 526002033
    NIH Institute Profile: 820103
    Animal Assurance: A3784-01
    Human Subjects: FWA00000069
    DUNS: 06-136-4808
    Cage: 1CDPO
    NAICS: 611310
    Please see Quick References on the OSP Website: http://www.umbc.edu/ospa/pages/quick_ref.doc

PROPOSALS

  1. Where can I find program announcements and solicitations?
    The OSP website provides links to some of the major sponsors. Please see Sponsors on the OSP website: http://www.umbc.edu/ospa/

  2. What is the current indirect cost rate?
    For July 1, 2007 through June 30, 2010, the on-campus rate for research is 48%. For training and other activities, or for off-campus rate, refer to the OSP website: http://www.umbc.edu/ospa/pages/policies/Agreement_06_10.pdf.

  3. When do I use the off-campus indirect cost rate?
    The off-campus rate should be used ONLY in special circumstances. For instance, if you must rent facilities off campus and include those rental charges as direct costs, then you should use the off-campus rate. If the time period at the off campus facility is extensive (six months or more) with no shuttling back and forth and no rotating staff AND when the distance of the off campus facility is 50 miles or more from campus, an off campus rate is acceptable. When the project will be performed at an off-site location such as the PI’s home, in the “field,” or at a facility closer than 50 miles, the on-campus rate should be used.

  4. How should F&A be calculated and detailed on the routing form and NIH checklist for Modular Grants?
    Both the application and routing from should reflect the same numbers which are the modular direct costs (estimated to the next highest $25,000), minus exclusions, times F&A rate. However, OSP still needs to see a detailed budget with justification to make sure that the correct categories are charged, that the correct exclusions have been taken, and that the budget is reasonable. This detailed budget will remain in the official file at UMBC and may be modified at the time of award, if necessary.

  5. What are the current fringe benefit rates?
    Fringe benefits are specifically identified to each employee and are charged individually as direct cost. Fringe benefits include FICA, Retirement, TIAA/CREF, Unemployment Insurance and Health Insurance.

    For purposes of estimating budgets in proposals, 33% to 35% should be used for fringe benefits.

  6. The agency only has $50,000 available for my project, but I need $75,000 to do the work. What can I do?
    You may request your chair or dean to provide the shortfall.

  7. How many days do you need to review my proposal?
    OSP strongly recommends that any proposal arrive in their office three business days before the application is due at the sponsor’s office. However, due to possible delays at the department or dean level, it is recommended that faculty members begin their routing at least five business days prior to submission.

  8. Who is responsible for copying and mailing a 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.

  9. What do I send to the agency?
    This depends on the agency requirements. You must carefully read all RFP’s, guidelines and specifications to ensure all documentation is submitted. Many sponsors will reject applications that are not completed according to published guidelines.

AWARDS

  1. I’ve been told my proposal has been approved. When can I get an account number?
    If the PI is confident that an award will be forthcoming, a request for a pre-award account number can be made. This form can be obtained from the OSP web page at http://www.umbc.edu/ospa/pages/forms/request.doc and requires several signatures at the department level and OSP. The completed form is then sent to Accounting for account number generation. No budget will appear in the account until the actual award is received by OSP. This pre-award number will allow for expenditures to begin for up to 90 days. If for some reason the award does not materialize, the department will be responsible for covering any incurred expenses.

  2. I have been told that my grant won’t get here for another month but I want to start buying my equipment now. What can I do?
    See response to item 1 (above, under Awards). You can begin pre-award spending as long as departmental management has signed off on the request and the sponsor agrees to pre-award spending.

  3. Why does it take so long for some of my contracts to be approved but not others?
    Some contracts have standard terms that don’t require negotiation. For more complex contracts, many terms and conditions must be renegotiated to protect UMBC. Sometimes, this process can be quite lengthy. If you know up front that contract negotiations may be required, please let OSP know in advance so we can begin working on them.

  4. What can I buy with my grant funds?
    Grant funds should be used for the purpose of completing the project as proposed. As long as there is no major change, agencies tend to leave it up to the PI’s discretion to rebudget. It is important to read the agency guidelines or contact your OSP representative.

  5. My grant ends in three months. How can I get an extension?
    Each sponsor has different criteria for extensions. Most require written notification at least 90 days in advance of the expiration date. Some sponsors also allow for a one-year no cost extension without any major approvals but do require notification. In all cases, OSP must be made aware of your request/notice so that the account will not be closed out. Please read your terms and conditions for additional information or contact your OSP representative. Also see http://www.umbc.edu/ospa/pages/policies/NO COST EXTENSIONS.doc for how to apply for a NCE.

ORGANIZATIONAL AND CONTACT INFORMATION

  1. Who is the Grants Management Specialist for my department?
    Please see the OSP web page at:     http://www.umbc.edu/ospa/Responsibilities.pdf for a breakdown of responsibility by department.

  2. Who will help me establish new accounts for my external award, prepare the billing notices, financial reports, and perform the final account closeout?
    When the award is received, you should contact OSP to confirm budgetary matters. OSP will then request an account number from Grant Accounting. During the life of the grant, OSP personnel website at http://www.umbc.edu/ospa/ should be contacted for all regulatory matters and Grant Accounting personnel website at http://www.umbc.edu/FinancialServices/grantacct.html for all financial matters.

pre-award questions

  1. How do I find funding?
    There are a variety of sources that need to be explored. The agency’s website, information gathered from colleagues in the field of research and in general - keeping up with trends.

  2. Who can help me in developing my proposal budget here at UMBC?
    Many departments have a Business Manager who can assist you in preparing a budget. Alternatively, the Dean’s office in each college can also provide assistance, as can OSP.

  3. Who can help me interpret agency guidelines?
    Your departmental Business Manager or OSP representative can help you with these types of matters.

  4. Who do I contact to find out if I have met all the compliance and assurance requirements established by the University?
    You should contact your OSP representative.

  5. The agency guidelines say that they have forms on-line, but I can’t find them. Or, the guidelines say, “contact your Sponsored Research Office for the necessary forms.” Or, the submission is entirely electronic and submitted through the Internet. Who can help me?
    You should contact your OSP representative.

  6. What forms are required by the University in order to submit my proposal for external funding?
    At a minimum, in addition to the face page of the application, an abstract, budget, budget justification, supporting documentation such as animal or human protocols/approvals, and a two-page routing form is required. The routing form and instructions can be found on the OSP website: http://www.umbc.edu/ospa/pages/forms/Routing Form.doc. A full copy of the proposal must be sent to OSP at the time of submission, if not already done.

  7. Who will review and sign the final proposal?
    All proposals for sponsored activity must be routed through the Departmental Chairperson(s) or director(s), the appropriate Dean or Provost and the Office of Sponsored Programs. OSP has the responsibility to sign on behalf of UMBC.

  8. What is the maximum number of credits for which a full-time (20 hours per week) Graduate assistant may be remitted tuition?
    24 credits remitted as follows: up to 10 credits for the fall semester, up to 10 credits for the spring semester, and up to 4 credits for the summer session. Graduate assistants are not remitted tuition for the winter session.

    For more details regarding the University’s graduate assistant policies, please refer to the Graduate Assistant Policies & Guidelines handbook at: http://www.umbc.edu/gradschool/gradcatalog/financial.html.

FORMS

  1. Where can I find the Proposal Routing Form?
    The routing form is available on the OSP website in a fillable format: http://www.umbc.edu/ospa/pages/forms/Routing%20Form.doc.

  2. Where can I find agency forms (federal/state/local/private) that I can use Word to complete?
    Many sponsors now provide fillable forms on their websites. There are links provided to most federal sponsors available on the OSP website at: http://www.umbc.edu/ospa/.