Grant and contract processing

Staff

Pre-award grant processing

MU Extension units with internal grant fiscal contacts should process 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 Chris to ensure that proposals meet the required guidelines and policies of the sponsor, as well as federal, state and University regulations. Chris can also facilitate parties interested in working together and assisting in budget preparation.

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

Proposals should be submitted to Chris at least seven (7) business days before the due date to allow time for processing by extension and OSPA. In cases where following the seven-day timetable is not possible, early communication will make processing easier.

All extension proposals must be forwarded through Chris Marston for review and approval from Tiffany Hughes.  Additionally, the routing sheet must be approved 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 Chris 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 Chris Marston for appropriate extension approval. A completed copy of the grant proposal is needed for the proposal routing sheet to be approved. The routing sheet must be approved by the PI and the department chair or unit leader.

Contracts

Generally, all contracts should be forwarded to Chris 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/Approvals

Routing sheets for extension grants and contracts must be approved by Tiffany Hughes.

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

Amy Rosson is responsible for the fiscal oversight of all extension grant awards. She serves as the primary contact with the OSPA senior accountants on invoicing and other post-award issues. When a grant award summary is received, Amy 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. Amy is responsible for tracking cost share totals and making adjustments as appropriate. She also tracks grant summary data and expenditures, reports grant data and participates in grant close-out activities.