Frequently Asked Questions

• What is a "principal investigator" or "PI"?

  The principal investigator, also known as a "PI," is the primary individual responsible for the proposal, the research project, and the award. The PI is the holder of the grant. A co-PI assists the PI; there may be a number of co-PIs on a grant proposal.

• What is a "sponsor"?

  Agencies that fund research are called "sponsors." Federal agencies, state governments, business and industry, and private non-profits might all sponsor university research that aligns with their interests and goals. The Office of Research has compiled several lists of sponsors that previously funded UNO projects.

• What is an "award number" in Workday?

  An award number is the default naming mechanism for an award as delivered in Workday. The award number ties together all grant numbers for a single contract, including the sponsor funding grant and any cost share funding grant. It is an auto-generated number. Roles assigned on the award provide end users with the ability to run reports.

• What is a "grant number" in Workday?

  A grant number is used to charge purchasing, travel, payroll, and other expenses. All accounts on an award have a unique grant. Please note that an award may have multiple grants, and charges should be applied to the correct funding source as described in the proposal/award.

• What is the difference between a "fixed price" award and a "cost reimbursable" award?

  When a sponsor funds a PI with a fixed price award, UNO receives the full award amount if the specific terms of the award are met. UNO will retain any funds not spent in the course of the project.

  When a sponsor funds a PI with a cost reimbursable award, UNO invoices the sponsor based on the actual expenses charged to the award by the PI. UNO will only receive the full award amount if allowable expenses are posted equaling the full award.

• Why do I need to know the start and end date of my award?

  Charges are only allowable during the lifetime of the award. Some agencies may allow pre-award expenditures, but you will need written approval from the agency.

  Some charges may not be allowed at the end of the award. Equipment is often not allowed in the last year of an award, and supplies may be suspect if purchased in the last six months of an award.

• How are internal awards different from external awards?

  An internal award is funded by a University of New Orleans office or department. An external award is funded by any other funding source or sponsor.

  All other rules, regulations, policies, and procedures remain the same. The principal investigator must remain in compliance, follow a budget, and conclude their project by a designated end date, whether the award is internal or external.

• What is the UNO proposal routing form?

  The UNO Proposal Routing Form is used to obtain approval from the principal investigator (PI), co-PIs if applicable, and the appropriate department head(s) and dean/director(s) for the proposed project. The proposal routing form notifies the Office of Research of your intent to submit a proposal to a funding opportunity, and it is available on the Office of Research website. It can be completed anywhere the PI has computer access.

• What is Responsible Conduct of Research (RCR) training?

  Responsible Conduct of Research (RCR) training is required for National Science Foundation and U.S. Department of Health & Human Services awards, including the National Institutes of Health. RCR training is completed by all individuals receiving support or funding, including students.

  RCR training must be completed at UNO prior to beginning work on a covered project. The Office of Research will not approve hiring paperwork without completed training.

  Training is administered through CITI.

• Why do I receive emails from utrn@uno.edu or psfinancials@uno.edu?

  PeopleSoft automatically sends reminder emails for milestones—this process will change once Workday has been implemented.

  Types of PeopleSoft milestones may include progress/technical reports; protocol renewals, such as animal use, human subjects, and biosafety; or expiration notices for cost-reimbursable or fixed price awards. Use the link in the email for more information about that particular milestone. Do not reply to the message—the sender cannot assist you.

  Emails are sent to the PI, the co-PI, the business manager, and the research administrator.

• Why should I use the UNO budget templates?

  The Office of Research highly recommends that you use the UNO budget templates provided through our website or the routing form. These templates will calculate tuition, payroll benefits, and F&A costs on your behalf.

• What are payroll benefits?

  Payroll benefits, also known as "fringe," are compensations made to employees beyond the regular benefit of being paid for their work. Payroll benefits include sick or paid vacation time, health insurance, retirement, etc.

  The payroll benefits rate is a calculated average approved by our cognizant federal agency, the U.S. Department of Health & Human Services. It is based on actual costs.

  The current rate is non-negotiable and must be used even if the current rate is higher than it was at the proposal stage.

  Payroll benefits are listed as a separate line item on your budget. No action is required by the department; it is calculated and posted by PeopleSoft based on the posted salary amount.

• What are facility & administrative (F&A) costs?

  Facility & Administrative (F&A) Costs, also known as indirect costs or overhead, are real costs incurred by the University of New Orleans and its departments, schools, centers, and institutions in support of sponsored activities. F&A cannot be directly identified with a specific grant or contract.

  F&A costs are incurred by shared services such as libraries; physical plant operation and maintenance; utility costs; administrative expenses for the university, department, unit, school, or sponsored project; and depreciation for buildings and equipment.

  To mitigate these real costs, F&A costs are applied to all grants, contracts, and other agreements with federal, state, and private entities. The rate is negotiated at the federal level through the U.S. Department of Health and Human Services. It is calculated on all direct expenses except: equipment, fellowships, scholarships, tuition, off-site facility rental costs, and the portion of subgrants or subcontracts in excess of $25,000.

  The PI can use a lower sponsoring agency rate if the Vice President for Research & Economic Development approves the rate, or if there is sufficient basis to support the proposed F&A rate.

  For more information about F&A costs are used by the university, read further down on this FAQ page.

• What is cost sharing?

  Cost sharing occurs when a portion of the project funding is not provided by the sponsor—the University of New Orleans shares in the costs. These are real dollars which may be from the UNO general fund or a restricted fund, but must be auditable. Cost share dollars may fund faculty time, supplies, equipment, etc.

  Cost share funds can be provided by a third party if the Office of Research is provided with a letter of commitment.

  Grants may not be used as cost share funds without prior written approval from both sponsors/granting agencies.

  Cost share dollars are listed on a separate budget and grant number but assigned to the same award number.

  Mandatory vs. Voluntary Cost Share

  Mandatory cost share is when a sponsoring agency requires the PI to list cost share on his/her proposal.

  Voluntary cost share will generally not be accepted by the Office of Research, as it was not required by the sponsoring agency. The National Science Foundation will reject proposals without review if voluntary cost share is included.

• What does the GA waiver cover? How is GA tuition calculated and budgeted?

  The Office of the Registrar publishes tuition amounts for graduate students. The Office of Research works with the Graduate School annually to update our budget template to ensure GA tuition for future years tracks with university plans.

  "Nonresident" fees are automatically waived for graduate assistants. Tuition and some mandatory fees are included in the GA waiver. Other fees are still paid by the graduate student.

• How are subcontracts to outside entities handled?

  The intention to subcontract a portion of the work should be included in the initial proposal. If the decision to subcontract is made after the award has been granted, prior written approval from the sponsor is always required.

  Subcontracts are addressed on two budget lines:

  • Professional Services (650100)
  • Subcontracts > $25,000 (650200)

  Separate the portion of each subcontract not assessed F&A costs and include consultant costs.

• How will I be paid? How will I spend my funds?

  If your award is processed through the Office of Research, funds are not deposited into your personal bank account or paid to you through a payroll deposit. You will be assigned a grant number to which you may charge your expenses. Paperwork must be submitted for all payments or orders consistent with spending other university funds.

  If salary is part of your award, you must submit the proper action in Workday, enter the appropriate salary amount, and use the assigned grant number. Payroll benefits will be automatically calculated and charged.

  If the budget includes other expenses (such as supplies, student workers, tuition, etc.), follow the proper UNO procedures for processing those payments. Use the assigned grant number.

• When can I start spending the funds from my award?

  You may begin spending the funds once the award start date has passed and a signed Notice of Grant Award (NOGA) form has been returned to your Office of Research post-award representative.

• When will I get my grant number?

  Grant number processing is completed by your service team in the Office of Research.

  1. Pre-Award Research Administrator
     1. Your research administrator will process the award in the financial system.
     2. Processing generally takes three business days.
  2. Post-Award Grant Administrator
     1. Your grant administrator will review and complete the award in the financial system.
     2. Processing generally takes three business days.
  3. The UNO Notice of Grant Award (NOGA) will be sent to the principal investigator.
     1. The investigator then reviews, signs, and returns the form if accurate.
     2. If inaccurate, the investigator must inform the grant administrator of needed corrections.
     3. The form must be signed before funds are available for spending.
• UNO may not receive the sponsor's funds for months after my award start date. How can I receive my speedkey now and avoid delays in my project?

  Fill out an Advanced Number Request Form, available in our Resource Library.

  You must have reasonable assurance that the award will be made.

  A grant number will be assigned; it will not change once the award document or executed contract is received. Changes may be made to the award period or amount in the executed contract.

  If UNO does not receive the award, the Office of Research will transfer existing expenditures to the appropriate account identified on the Advanced Number Request Form. The PI must cancel pending orders and cease use of the grant number.

• How do I pay participants, student workers, GAs, or full-time employees?

  To pay student workers: Use the job aide in Workday Education via MyApps.

  To pay graduate assistants (GAs): GAs are paid through salary. Submit the salary request in Workday and the tuition exemption form provided by the Graduate School. Use the job aide in Workday Education and contact the Graduate School for assistance.

  To pay full-time employees: Submit the appropriate action in Workday using the job aides in Workday Education via MyApps.

  To pay participants/research subjects: Review the Research Subjects Payment Policy & Procedure.

• How are travel expenses processed?

  All requests for travel must be submitted in advance according to current policy from Accounts Payable. International travel also requires prior written authorization from the sponsor.

  After returning from travel, complete a reimbursement request according to current policy from Accounts Payable. Late requests for reimbursement may result in non-payment.

  PIs must follow all state travel guidelines, such as the maximum reimbursement for hotel, food, car rental, airfare, etc. no differently than if using operating funds. In addition, the sponsor and award terms and conditions must be followed.

• Will my award be reduced by payroll taxes?

  If the award is paid as salary, normal deductions are removed.

  The Office of Research will not provide tax advice.

Monitoring Budget Reports

Gifts vs. Sponsored Research

Facility & Administrative Costs