Frequently Asked Questions

The Sponsored Projects Office (SPO) supports the scholarship, research, teaching, and programmatic missions of the University by providing guidance and oversight to faculty and staff at every stage of the external funding process, including identifying funding opportunities, proposal development and submission, post‐award management, and compliance.
The Principal Investigator (PI) or Project Director of the sponsored project is responsible for managing the performance of the project as contractually agreed upon in the funded proposal and awarded budget. The PI/Director is responsible for the integrity of the project design, conduct, and reporting, and will comply with funding agency and WOU policies throughout the sponsored project’s life cycle.

The SPO Pre‐award staff work collaboratively with WOU faculty and staff throughout the development, submission, subsequent award or declination of proposals. The Pre‐award staff interpret funding opportunity guidelines and support compliance with WOU processes regarding the review and approval of proposal submissions and applicable funder requirements.

The SPO Post‐award staff provide oversite and guidance to Sponsored Project PIs/Directors to help them manage their grants and contracts. The Post‐award staff ensure policies and procedures are in accordance with the terms and conditions of Uniform Guidance, the funding agency, contractual agreement, and WOU policies.

WOU Faculty/Staff/Students involved in grants and contracts operate under the direction of the Principal Investigator (PI) or Project Director of the sponsored project. WOU Faculty/Staff/Students may participate in the activities of sponsored projects including research, evaluation, training, education, dissemination, etc.

Administrative Support staff assist the Principal Investigator (PI) or Project Director of the sponsored project with tasks related to operational support and compliance, financial reports, and grant documentation. Operational, day‐to‐day support for funded sponsored projects is provided by staff located in the academic or administrative unit housing the grant or contract award.

Good coordination, ongoing communication, and a shared understanding of best practices and compliance requirements between the SPO, the PI/Director and administrative support staff are essential for successful sponsored projects submission, award, and performance.

Grant 

A grant is an award given for the advancement of knowledge. Normally a project created by the investigator where the investigator defines the details and retains scientific freedom. A sponsor’s support is primarily in the form of funds through a unilateral award.

Cooperative Agreement

A cooperative agreement is a hybrid between a grant and contract. It usually retains the focus on scientific inquiry, but the sponsor takes a more active role as a partner rather than just a funder.

Contract

A contract is normally project related to providing a good or service. The sponsor primarily defines details of the project and controls the delivery. The sponsor tends to closely monitor the project and funds are provided through a negotiated agreement.

A principle or Primary Investigator (PI) primary leads research projects while Project Directors (PD) lead non-research projects like education or public services.

The project period is the length of the entire duration of the project as awarded by the funds. The Budget period is the duration of the approved funding, usually a year. For example: A PI/PD may be awarded an award with a project period of 5 years, but the budget period is 1 year, with the funding renewed each year.

A consultant is an independent contractor who provides expertise/advice/services for a project and may participate in the project. Generally, consultants are individuals not other institutions.

Yes, all sponsored projects activity must go through the Sponsored Projects Office. We also ask that the division/department/college supervisor/dean approves of and is aware of the intent to submit a proposal.

The Sponsored Projects Office and the university require a PI/PD go through the SPO for the protection of the PI/PD and University. The SPO ensures compliance to federal, state, WOU, and funder regulations. This ensures that the PI/PD, all graduate students, employees, and the University are following procedures and protects them from dangerous or unadvised activities.

Direct costs are easily identifiable costs associated with a specific product or service. For instance, a direct cost on a project would be gift cards for participant incentives, the printing of educational materials, or the hiring of a research assistant.

If you have a question or are unsure if a cost is allowable or unallowable, please reach out to Tracie Wicks

No, grant funds must be used for the specific and intended purpose as outlined and approved by the grant contract. Using grant funds for personal gain or unauthorized expenses may be considered fraud and could lead to legal consequences.

Yes, when the purchase is necessary and approved.

F&A – commonly called indirect costs – are the essential costs related to conducting research at the university. These costs include the university facilities, essential administrative and compliance work, maintenance of facilities, janitorial services, and library expenses.

Cost share is when the applicant contributes resources to a sponsored project. This can be split into Mandatory, Committed Voluntary, and Uncommitted Voluntary.

Mandatory cost sharing is a requirement described in the application guidelines. The sponsor may require a certain percentage of “match” for the funds they are providing. This cost share is a condition of the award.

Committed Voluntary is when the applicant describes a quantifiable amount of resources, they will contribute even though the sponsor does not require it.

Uncommitted Voluntary is any effort or resources contributed to the project beyond what is committed and budgeted. Uncommitted Voluntary cost share is not included in the proposal budget or narrative.

Cost share is restricted to contributions occurring during the project period, costs considered “allowable” by the sponsor, allocable to the project, and considered necessary.

Committed effort is the term used to refer to the amount of an individual’s time applied to the project. Effort is not based on a 40-hour work week, but the percentage of work done by an employee on the project. For instance, a faculty member may work on a sponsored project but also teach classes, this might reflect as research being a 30% effort and teaching 70%.

An individual’s effort on a sponsored project must be certified and reported. Certification must reasonably reflect the effort for all activities that are covered. Efforts must be certified by someone suitable to verify the work that was performed. Effort reports are subject to audit and may contribute to the University’s ability to participate in sponsored projects and receive funding.

Congratulations! This is very exciting. SPO will help you review the proposed terms of agreement, potentially negotiate contract terms, and accept the award. SPO will continue to be a support through the life of the award, this includes help in purchasing, reporting requirements, and invoices.