This document provides guidance for preparing and submitting proposals and managing awards for collaborative projects that will be performed at more than one SUNY campus location under a single sponsored award.
An authorized official must sign this proposal in accordance with the Research Foundation’s (RF) Sponsored Program Applications Policy.
The lead location is responsible for preparing and submitting the proposal to the sponsor:
Some sponsors may require submission of a copy of the approved Rate Agreement with the proposal.
A copy of the entire proposal will be provided to all participating locations.
Once an award notice is received from the sponsor, the lead location will communicate with the collaborating location(s) to verify that the information included in the collaborating location’s budget is still accurate.
If desired, the lead location may ask the collaborating location to sign a simple agreement letter.
If the funds awarded are less than proposed, the lead and collaborating locations will negotiate a reduced budget and scope of work for the collaborating location.
A copy of the award notice will be provided to each collaborating location.
The lead location is responsible for creating the award, project(s) and task(s) for all locations in the business applications, including a cost share award, project(s), and task(s) if applicable.
In addition, the lead location funds the projects and tasks and establishes the budget for all locations. For more information, refer to the Create a Project for an Award that Crosses Locations process help.
After the award, project(s) and task(s) are created, the lead location will notify the collaborating location by sending the project abstract.
There may be situations where the collaborating location wants to authorize establishment of their location’s project prior to the lead location establishing the award.
In these cases, the collaborating location should ask the lead location to establish an at-risk award and the collaborating location’s project(s) and task(s). As per the RF’s Responsibility for Losses policy, the collaborating location is responsible for any expenditures if the award isn’t granted.
The lead location can:
The collaborating location can:
The following Discoverer reports are available to help lead locations monitor their awards with projects at other locations using the ORG Discoverer Grants Financial responsibility:
The following Discoverer reports are available to help collaborating locations identify any projects they have where the award is owned by another location.
You will need the ORG Discoverer Grants Financial responsibility to run these reports:
The lead location will inform the collaborating location of the dates that the final progress reports, invention reports and final invoice or financial report are due to the sponsor and the due date for the collaborating location to submit to the lead location all information needed for close-out of the project.
After the final invoice or financial report is submitted to the sponsor, the lead location should change the award status to On Hold. After all cash has been received and all required reports submitted, the award status will be changed to Closed.
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