Grant and contract processing

Staff

Pre-award grant processing

MU Extension units with grant fiscal contacts should process grant proposals through their contact. Other units should work directly with Chris Marston, MU Extension’s primary contact with the MU Office of Sponsored Program (OSPA).

At the beginning of the proposal process, faculty and staff preparing submissions should contact Marston to ensure that proposals meet the required guidelines and policies of the sponsor, as well as federal, state and University regulations. Marston also can facilitate parties interested in working together and assisting in budget preparation.

Marston will maintain a log of all proposals and contracts, and will track their progress through the process.

Proposals should be submitted to Marston at least five (5) days before the due date to allow time for processing by extension and OSPA. In cases where following the five-day timetable is not possible, early communication will make processing easier.

All extension proposals must be forwarded through Marston for review and signatures from Callie Glascock.  The routing sheet must be signed by the principal investigator, and the extension program or continuing education director.

Documentation

Any documents shared with a sponsor must be entered into Peoplesoft and routed through Marston to OSPA. Although staff should not negotiate with sponsors, it may be necessary to communicate directly with sponsoring agencies in the pre-proposal and proposal stages.

Research/instruction grants

Research or instruction grants that are not extension programs but have extension staff either paid directly from the grant or have cost sharing must be forwarded to Marston for appropriate extension approval. A completed copy of the grant proposal is needed for the proposal routing sheet to be signed. The routing sheet must be signed by the PI and the department chair or unit leader.

Contracts

Generally, all contracts should be forwarded to Marston for appropriate processing by either OSPA or MU Business Services. The only exception is for continuing education units: Speaker agreements in University-approved format and hotel agreements may be forwarded directly to Business Services.

Signatures

Routing sheets for extension grants and contracts must be signed by Callie Glascock.

OSPA or Business Services will obtain signatures from an authorized designee of the University. Extension faculty and staff may not sign on behalf of the University.

Post-award

Tiffany Hughes is responsible for the fiscal oversight of all extension grant awards. He serves as the primary contact with the OSPA senior accountants on invoicing and other post-award issues. When a grant award summary is received, Ware works with PIs, as well as unit fiscal contacts to ensure that direct grant funding for salaries and/or cost sharing are set up correctly. Ware is responsible for tracking cost share totals and making adjustments as appropriate. He also tracks grant summary data and expenditures, reports grant data and participates in grant close-out activities.

Grant incentive plan

The Extension Grant Incentive Plan (GIP) is available to all Extension faculty PIs. The incentive payment is paid using returned F&A and salary savings. An annual election form is required for participation in the plan and must be approved by July 1 of each year.

Completed election forms should be received by one of the individuals below no later than July 1st:

MU Extension Grant Incentive Plan (PDF)