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MU Extension units with grant fiscal contacts should process grant proposals through their contact. Other units should work directly with Chris Bromley, 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 Bromley to ensure that proposals meet the required guidelines and policies of the sponsor, as well as federal, state and University regulations. Bromley also can facilitate parties interested in working together and assisting in budget preparation.
Bromley will maintain a log of all proposals and contracts, and will track their progress through the process.
Proposals should be submitted to Bromley 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 Bromley for review and signatures from Callie Glascock, cooperative extension, or Vickie Whitworth, continuing education. The routing sheet must be signed by the principal investigator, and the extension program or continuing education director.
Any documents shared with a sponsor must be entered into Peoplesoft and routed through Bromley 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 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 Bromley 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.
Generally, all contracts should be forwarded to Bromley 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.
Routing sheets for extension grants and contracts must be signed by:
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.
Tom Pitchford 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, Pitchford 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. Pitchford 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.
Updated 10/16/06
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