Frequently Asked Questions
How soon do I need to notify the Grant Office that I will be applying for a grant/contract?
Faculty members who plan to submit grant proposals through the Grant Office should provide as much advance notice of intent to submit as possible. However, faculty must submit a full proposal packet a minimum of one week prior to the submission deadline for review. This advance submission is necessary to ensure the proposal receives a thorough review, allows time for the faculty member to make any suggested or necessary changes, and provides for a timely submission. The advance submission will also help the Grants Office avoid delays caused by slow electronic submission systems, multiple proposal deadlines, and the current personnel shortage.
What is the "routing form" ?
Formerly known as the Yellow Sheet, this is now prepared as an online submission and is required prior to the grant submission. This form is used to document Chair/Dean approval, Course buy-outs, Cost-Share commitments, compliance issues, IDC issues, and certifications and assurances. Please note: any form that has "yes" responses indicated in questions 1-12 must be approved by Dennis Manos prior to the grant submission.
How do I determine the basis for a retired faculty member salary budgeted in a grant?
Retired faculty who apply for, win and work under grant funding should use their terminal contract salary as their base when applying for grants and contracts through the College. The Grants Office will require that the retiree provide a copy of that salary letter when applying for grants.
How do I determine the basis for active faculty salary budgeted in a grant?
Active faculty will use their current contracted salary, and new/incoming research faculty will have their salary establish by the department in cooperation with Human Resources and the Dean’s office when necessary.
How do I calculate travel expenses?
See the Financial Operations Travel Planner
How can I go about calculating estimated workshop expenses?
Start by contacting Conference Services
What do I do if I will need summer student housing?
If you need summer student housing, you must indicate this on the Grant Office Routing Form (doc). Please understand it is the PI responsibility to assure timely requests for summer housing are made so that housing can be coordinated with administration in charge of dorms and Conference Services. We can not guarantee such housing will be available.
What do I do if I need a course buy-out and Partial Leave Without Pay (LWOP)?
Please review the Policy on Course Buy Outs (pdf).
What if I am considering accepting external paid employment?
See the Policy for External Paid employment (pdf).
What are the rules about Conflict of Interest?
Please see the Faculty Handbook
What if there is cost-share involved in my grant requirement?
Provide the minimum requirement. Do not over-obligate yourself or The College.
How do I set up a subcontract?
If the subcontract is identified within the proposal to the funding agency, once the award is received by the Grant Office, the Pre-Award section contacts the subcontractor and negotiates the contract. This is done after the Banner Index is established so it does not delay unnecessarily the processing of the award. However, if the PI needs to subcontract a piece of work, but the vendor was not identified in the proposal preparation/submission, procurement procedures must be followed.
What do I do if my research is part of a larger project from another institution?
Give your collaborator the contact information for the W&M Grant Office/Pre-Award personnel so they may contact us directly. They will let us know what they require for their submission. Typically, as a sub on a larger project, the PI should have to provide a scope of work, a budget, a budget justification (narrative), and the W&M Grant Office will provide the other institution a letter of W&M Institutional support. All items must be reviewed by Pre-Award prior to submission to a prime applicant. The W&M PI must complete a routing form and submit to the Grant Office prior to submission of documents.
What do I do if I am considering doing a collaborative NSF proposal submission?
The easiest way to handle this is to have the collaborator's Research Administration Office create a linked proposal in NSF. W&M and the collaborating institution will each submit proposals. In this manner, the award is made to both institutions with no delay due to subaward development.