Research Administration

The Office of Sponsored Programs (OSP) helps Missouri University of Science and Technology (Missouri S&T) faculty and staff with the grants and contracts process from beginning to end.  Assistance provided includes building budgets, submitting proposals to funding agency, and managing awards.  We strive to handle as much of the administrative work as possible to enable you to focus on the technical details.

Please call our office at 573.341.4134 if you have questions or to schedule an appointment for one-on-one training with OSP staff.   Individualized training is offered for budget development, proposal preparation and award management.

Glossary and Terms for Sponsored Programs activities.

Facilities & Administrative Cost Rate Agreement with DHHS

PRE-AWARD

To help ensure the agency guidelines are followed and submission deadline is met, the proposal including budget, PSRS and all other required forms must be submitted to OSP one business day prior to the funding agency deadline.  OSP cannot guarantee submission unless all required documents are received in the office 3 business days prior to the submission deadline.

Proposal Preparation with OSP Assistance

Item Responsibility

Obtain and follow agency guidelines for submission

PI and OSP

Notify OSP of intent to submit proposal

PI

Review RFP/RFQ terms & conditions

PI and OSP

Determine and obtain required forms

PI and OSP

Determine F&A and fringe benefit rate

PI and OSP

Develop budget including any cost share

PI with OSP assistance

Complete Conflict of Interest form, if necessary
www.coi.mst.edu
PI

Complete Request for University Contribution (RUC) form if cost share is included in the budget and/or if off-campus F&A rate is used

PI

Email budget and justification to OSP for review

PI

Prepare Proposal Signature Routing Sheet (ePSRS)

PI's department staff or OSP upon request

Assemble and review final proposal

OSP

Prepare proposal cover letter

OSP

Obtain VPR signature on proposal & submit to sponsor

OSP

Complete the Departmental Guarantee Form, if needed

PI


Required Signatures
PI, all Co-PI (s), PI Department Chair/Unit Director, providers of cost sharing funds, Dean's Office, and Vice Provost for Research

SUB-CONTRACTING

A subcontract is a contract between Missouri University of Science and Technology (Missouri S&T) and another entity in the performance of a prime contract.   These contracts can be for materials, equipment, or services and may require negotiation.  The following are two (2) different types of subcontracts.

  • Missouri S&T is the subcontractor - we receive a subcontract to partially complete work of a prime award given to another institution or company.
  • Missouri S&T is the prime contractor - we issue a subcontract to another institution or company for work to be performed under the University's prime award. 

Subcontract Form
The subcontract document will help OSP expedite your project.   Specific information pertinent to the subcontractor is included in the document (project period, amount, invoicing instructions, and prime award terms and conditions).  When completed, we will forward it to the subcontractor for signature.  When the document is fully executed by both parties, all subcontract invoices will be processed by OSP for payment.

Research Agreement
This industry contract is avai
lable to companies that intend to fund a Missouri S&T research project.  This document was prepared and approved by the UM General Counsel and Missouri S&T’s Office of Technology Commercialization and Economic Development.  All necessary terms and conditions are included in this document, including confidential information, intellectual property, liability, and governing.  Please contact OSP for additional information about this contract and to begin the negotiation process.

Non-University Facilities Use Agreement  
Use this form to establish service agreements with non-University organizations/individuals.

COST SHARE

Cost share or matching is the portion of the total sponsored program costs provided by someone other than the sponsor.  All cost share must be agreed to by the Department Chair and Vice Provost for Research.  Cost share commitments made by a third-party must be documented at the time of proposal.  Before submission of proposals, cost share must be evaluated for reasonableness whether stated in dollar amounts and/or percentages.  Whether voluntary or mandatory, the commitments made in the proposal and made part of the award are binding.  All cost share must be properly verified, recorded and reported in the University accounting system.

CONFLICT OF INTEREST

Missouri S&T employees are required to make a full disclosure of potential conflicts of interest resulting from direct or indirect outside business, financial, employment, or consulting interests which are related to their University employment. 

POST-AWARD

Accountants in OSP manage post-award accounting for grants and contracts. Duties include invoicing, monitoring account compliance, and preparing financial reports (i.e., Quarterly and Final Reports, Patent Reports, Property Reports, Final Release, etc.)  Copies of all required technical reports, per the terms and conditions of the award, must be submitted to the sponsor and OSP by the date specified in the award agreement.

The Post Award process includes the following activities:

  • Modify budgets and/or period of performance upon approval
  • Enter delegation of authority in the PeopleSoft System
  • Enter shared credit in PeopleSoft System
  • Invoice and report award expenditures
  • Monitor and report cost share requirements
  • Monitor expenditures and awards for compliance
  • Monitor capital equipment
  • Monitor and approve cost transfers (i.e., payroll correcting entries and cost transfers beyond 60 days)
  • Submit final expenditure reports and/or non-technical reports as required
  • Maintain correspondence related to projects in the official grant/project file
  • Monitor and process subcontract payments in accordance with the terms and conditions of the subcontract

To identify the OSP Accountant for your project refer to the Grant Award Summary, or you can find it on the web at http://webapps.umsystem.edu/

  • Click on 'Web Applications'
  • Click on PS Financial Reports
  • Click on Budget Variance
  • Click on Budget Detail 8 or 9.-Projects
  • Enter Project# and DeptID
  • Click on run report

The name of the OSP Accountant will be located in the upper part of the report.