Managing Your Grant

The office will assist with:

1. Setting up investigators as users of the Research Foundation’s (RF) system.
2. Providing investigators with an orientation to the electronic submission system.
3. Answering any general grant questions.
4. Helping to resolve any issue with the Research Foundation’s (RF).
5. Helping to set up subawards in the Contract Manager System.

A good place to start in preparing for the administrative functions of your role is with the Research Foundation’s Project Director’s/Employee Guide, available online at www.rfcuny.org.

1. Federal Policies
   • The new Uniformed Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards was approved on 12/26/13 by the federal Office of Management and Budget (OMB).  The new guidance supersedes all other guidance and governs grants management.  This guidance is also known as Uniform Guidance.
   • For more information, please refer to Uniform Guidance
2. Research Foundation Policies
   • The Research Foundation has implemented several policies. They can be found on the Research Foundation website at www.rfcuny.org.

If you have funds administered by the Research Foundation and need to pay Individuals who are not employees such as consultants and sub-contractors, please see the instructions below:

Instructions on “How to pay non-employees”:

1. You will need to submit a Memorandum of Understanding (MOU), (total payments up to $4,999) OR an Independent Contractor’s Agreement (ICA), (total payments up to $5,000 and above) into the Contract Manager Application.
2. The individual must submit an IRS W-9 form.
3. The individual must provide a list of clients, if any, or an advertisement/website, and a current resume.
4. You must provide a scope of work of the tasks to be performed by the individual.
5. The individual must submit a signed original invoice of payment.
6. The invoice should not use an hourly rate. Non-employees must use daily, monthly, or per-task rates.
7. All of the above documents must be submitted to the Contract Manager Application.

Equipment is considered an item that costs $5,000 or more. To purchase equipment, you must do the following:

1. Obtain quote(s)/bid(s) from vendor(s). Please refer to the Research Foundation Policy on Equipment for more details.
2. Complete a Purchase Requisition Form (RF 208).
3. Complete an Equipment Screening Form.
4. Keep one copy for your records and send the originals to the Research Foundation at PO@rfcuny.org.

The RF will send a Purchase Order to the vendor. Once the item(s) is received, please complete a Payment request in the RF payment System and attach the invoice and packing slip.