Grant award assistance
Pre-Award
Upon identifying a solicitation for external funding and at least 4 weeks in advance of the sponsor due date, fill out the Luddy proposal intake form and you will be assigned a Luddy Contracts and Grants Specialist to assist through proposal process. If this is a large scale collaborative, multidisciplinary proposal, it is strongly encouraged to also reach out to Proposal Development Research Development Services as this office assists with content creation and writing support to enhance the quality of proposals. PDS Research Development and Luddy Contracts and Grants work in conjunction to provide support for a successful proposal submission. Luddy C&G services include reviewing sponsor guidelines and compliance, budget preparation, justification review, collection of administrative documents (example: Biosketch, Current and Pending, Facilities Statement, Postdoc Mentor Letter, Data Management Plan) and initiating the routing of proposals to the IU Office for Research Administration (Indiana University’s Authorized Organizational Representative; AOR) for final release of the proposal to the agency/sponsor. All external funding that requires a budget, deliverables, or a signature must be reviewed by the Office for Research Administration. Please note the complete proposal package is due to the Office for Research Administration by 9 a.m. four (4) business days before the sponsor’s due date to allow for review; Sponsored Research Programs: Internal Submission Deadline Policy SPA-11-025. Abiding by these internal deadlines helps to ensure a successful proposal submission and avoids negative impacts to other faculty submitting proposals caused by the diversion of staff resources to support late proposals.
- Budget preparation
- Justification review
- Collection of administrative documents (example: Biosketch, Current and Pending, Facilities Statement, Postdoc Mentor Letter)
- Compliance review
- Creation of proposal development document in the IU Kuali Coeus (KC) System
- Works with ORA for final submission
Post-Award
Grant account projections will be provided by request. As part of award/account management, post-award management includes:
- Meet with faculty representatives to communicate with faculty
- Meet with faculty on new awards to go over account management
- Ensure expenses are allowable, allocable, and reasonable on the award
- Review budgets (ensure items have been budgeted, e.g. capital equipment)
- Review account and project spending (ensure funds are available for purchases)
- Guide faculty if adequate funds for purchases
- Check fund balance
- Follow-up with any individual/agency on outstanding issues with IU
- Work with ORA on contract and subcontract issues
- Point of contact on all account questions and operations (e.g.moving a student onto an account)
- Work with agencies on no cost extension requests
- Provide compliance check support for grant project reports
- Ready accounts for close
- Provide assistance with relinquishing awards to other institutions
Reporting
Luddy C&G can review the accounting portion of progress/annual reports upon faculty request.
Federal Awardee Performance and Integrity Information System (FAPIIS)
FAPIIS is a federal database that has been established to track contractor misconduct and performance. It is intended to serve as a government-wide source of information about the prior performance of federal procurement contractors, grantees, and cooperative agreement holders. Reports (example: progress, annual, outcomes) must be submitted on time or will be subject to being reported to FAPIIS. NSF must report to FAPIIS if a grant report due to the sponsor is over 1 year old. Once reported to FAPIIS, the reporting is permanent and cannot be removed which affects the institution (IU) for future funding and the PI and co-PI on the project are reported.
