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This page offers guidance to principal investigators (PIs) who may need assistance managing new or existing awards they have received.

TABLE OF CONTENTS

• Which staff member can assist me?
• Understanding chartfields / PeopleSoft account #s
• General "How To" Questions
• Initiating salary charges
• Initiating non-salary charges
• Notes about sponsor charges
• Other planning considerations
• NIH / NSF reporting requirements

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Which Staff Member Can Assist Me?

Each college has been assigned an accountant in our office, as denoted below. Please feel free to reach out to them regarding any questions about your award.

Post-Award, Assistant Director

• Leah Foucault
  • l.foucault@csuohio.edu | (216) 687-4844

Accountants

• Nicole Moss
  • n.f.moss@csuohio.edu | (216) 687-9341
  • Colleges Supported: Business, Engineering, Grad Studies, Honors College, Law, Provost, and Central Offices

• Nicole Milligan
  • n.m.taylor79@csuohio.edu | (216) 687-9273
  • Colleges Supported: Arts & Science, Public Affairs & Education, and Health

Billing Specialist

• Mala Saha
  • m.saha13@csuohio.edu | (216) 687-3696

Grant Operations Coordinators

• Angela Carey
  • a.k.carey@csuohio.edu | (216) 687-3662

• Tonita May
  • t.l.may59@csuohio.edu | (216) 687-3630

Additional Matters

SPRS strives to respond to all questions within 24 hours. If you need assistance beyond our accountants or they are out of the office, you can reach out to our director, Teri Kocevar (m.kocevar@csuohio.edu | (216) 687-3675).

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Understanding Chartfields / PeopleSoft Account #s

You can find your grant's chartfields in your original notice of award (see accountant if you need another copy), or by running a financial report. All accounts at least have a:

• Fund code (4 digits)
• Department code (4 digits)
• Program code (2 digits)
• Project ID (varies)

For a full list of eligible fund, department, and program codes, please see .

Example

To help demonstrate chartfield formats, assume that you know the following details already. The table below then explains the correct chartfield format for each type of account.

• "My fund code is 0262, department is 1920, program code is 10, and project ID is 200008125."
• "I also have been given a PI Account with a project ID called PIJOHNDOE."

Type of Account	Purpose	Chartfield Format
Award or Participant Support (Project # begins with "2000...")	Charge costs the sponsor is funding	Fund-Department-Program-Project ID 0262-1920-10-200008125
Cost Share (If applicable, class # for cost share will always be "80000")	Charge Ï㽶¸£ÀûÖ±²¥'s required share of project costs	Fund-Department-Program-Class-Project ID 0262-1920-10-80000-200008125
PI Account (Fund = 0010, Department = 1707, Program = 10)	Credit the PI's share of recovered F&A, indirect, costs for future use	Fund-Department-Program-Project ID 0010-1707-10-PIJOHNDOE

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General "How To" Questions

How do I request a re-budget or no-cost extension (NCE)?
Please fill out an Internal Prior Approval Form (IPAF). Note: if you are requesting a NCE for NSF awards, for further instructions.

How do I obtain my detailed financial report?
Follow the steps in the . Run the "Grant Expense Summary Report" for awards (project begins with "2000..."), and run the "Statement of Operations" for cost share accounts.

How do I understand the financial report or ask other questions?
Please follow up with the accountant in SPRS who is assigned to your college.

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Initiating Salary Charges

I want to hire full and part time staff positions (e.g. Post Doc).
Call HR at 216-687-3636 to be connected with the appropriate business partner to assist you.

I want to charge a portion of faculty salary during the AY.
This would be initiated by the PI. See the Ï㽶¸£ÀûÖ±²¥ Release Time Form and contact your college budget manager for assistance.

I want to pay faculty summer salary.
This would be initiated by the PI. See the Summer Salary Policy and contact your college budget manager for assistance.

I want to hire a graduate assistant.
See the website. People you can contact include: (1) your college budget manager and (2) Veronica Hill (x5230 - Coordinator, Graduate Student & Faculty Services).

I want to hire an hourly student worker.
See the website and contact your college budget manager for assistance.

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Initiating Non-Salary Charges

I want to order supplies/equipment.
If the order is > $10,000, obtain 3 quotes or a waiver.
If the order if > $25,000, conduct a competitive selection.

Please see the for more information, or consider applying for a Ï㽶¸£ÀûÖ±²¥ purchasing card ("P-Card") which can direct charge your award. People you can contact include: (1) your college budget manager and (2) Mike Eames (x3604 - Purchasing Manager).

I need to travel.
Obtain pre-approval for travel and post travel reimbursement. You will also need to obtain SPRS preapproval. See the Ï㽶¸£ÀûÖ±²¥ Travel Form and the Ï㽶¸£ÀûÖ±²¥ Travel Policy for more information. Contact your college budget manager for assistance.

I want to order goods and services from an internal Ï㽶¸£ÀûÖ±²¥ college/department (e.g. Bookstore, Printing, Catering).
Various Ï㽶¸£ÀûÖ±²¥ Policies & Procedures apply here. Be sure to notify & update account numbers when ordering. Please obtain SPRS preapproval for . People you can contact include: (1) your college budget manager and (2) your SPRS accountant.

I want to order consulting services.
If the service is > $10,000, obtain 3 quotes or a waiver.
If the service if > $50,000, conduct a competitive selection.

The steps involved in the consulting process are as follows:

• PI TEAM
  • 1. Select consultant and determine price per Purchasing Policy & Procedure
  • 2. Prepare . Contact Grant Operations Coordinator for assistance.
  • 3. Obtain Purchasing's Approval on form, confirming it is within Ï㽶¸£ÀûÖ±²¥ Policy & Procedure
• SPRS
  • 4. Confirm form against sponsor guidelines (activity allowed, period, budget available)
  • 5. Prepare Consulting Services Agreement and obtain signatures
  • 6. Return executed agreement to PI's Team
  • 7. PRIOR to services: Enter executed agreement into MagnusMart to initiate PR/Purchase Order (Encumbrance)
• PI TEAM
  • 8. AFTER services: Receive invoice from consultant. All invoices should be forwarded to the Grant Operations Coordinator for invoices to be paid (Expenditure)

I want to pay for participant support costs (stipends, other set up costs, etc.).
Note: Use specific account number provided by SPRS for participant support costs. See the for more information. People you can contact include: (1) your college budget manager and (2) your SPRS accountant.

I want to pay human subjects.
Please see the Gift Card Request Form, Gift Card Guidelines, and the Human Subject Payment Receipt. Contact your college budget manager for assistance.

I have a contract with and need to pay a subrecipient.
Please review the specific sponsor's terms, and also see the . Contact Teri Kocevar (x3675, SPRS Director) for assistance.

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Notes About Sponsor Charges

All costs must be reasonable, necessary and allocable.

• Reasonable: The price paid is what a prudent person would pay.
• Necessary: The project could not be completed without it.
• Allocable: The project was only charged its share.
  • Example: if you purchase software that will benefit multiple projects, each project must be charged its estimated share, such as 25% of the total software cost.

All costs must be directly charged to the correct chartfield at the time of order (employee contract, student form, purchase requisition, etc.). Coordinate correction of errors with your college budget manager to submit journal entries to sprsjournals@csuohio.edu.

All goods and services must be received prior to the end date AND needed to complete the scope of work. Last minute spending, or shifting prior costs from other Ï㽶¸£ÀûÖ±²¥ accounts, in an attempt to "spend down" is disallowed.

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Other Planning Considerations

Sponsor Reports and Revenue

• PI responsible for programmatic reports.
• SPRS accountants responsible for all financial reporting, including sponsor invoicing and deposits.

Cost Share

• PI is responsible for ensuring charges between cost share and award accounts are correct per sponsor terms.

Other Administrative Requirements

• If purchasing equipment, review the award requirements
• If earning income from other parties (e.g. conference fees if Ï㽶¸£ÀûÖ±²¥ is hosting), review the award "program income" requirements
• If selecting recipients (e.g. scholarships) review the award eligibility requirements

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NIH / NSF Reporting Requirements

NIH Progress Reports

The RPPR (Research Performance Progress Report) is used by grantees to submit progress reports to NIH on their grant awards. The following provides an overview of the annual RPPR, the final RPPR and the interim RPPR and provides resources to help you understand how to submit a progress report.

NIH progress reports using the (RPPR) must include a report on the use of IDPs in Section B. Accomplishments, Question B.4.  Actual IDPs should not be included.  Instead, grantees will report on whether they use IDPs for all the graduate students and postdoctoral researchers included in Section D. list of Participants. 

NSF Project Reports

Annual project reports are required for all standard and continuing grants and cooperative agreements. Final reports are required for all standard and continuing grants, cooperative agreements and fellowships. Interim project reports are not required and are used to update the progress of a project any time during or before the award period expires.

The following provides an overview of the project reports, links for templates and tutorials, and descriptions of the types of reports.

Last updated September 2024