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Guide to Completing the Sponsored Projects Transmittal Sheet
The Sponsored Projects Transmittal Sheet (Trans 04/08 Doc) is the control sheet used for the routing of proposals and grant and contract documents, and recording of university approvals. The form is a 2 page form with information requested on both pages. When submitting the initial proposal, complete all information requested. For additional submittal(s), e.g., revised proposals, or modifications, complete only new or revised information. Administrative Information - Right Column Due Date - Date submission due to sponsor. State actual date due at sponsor location or postmark due date. Department Contact - Give name and phone number of individual for PreAward Services to call if there are questions. Type of Submission - Enter type of submission. Type of submission is either proposal, proposed award, award, or modification. Budget - An increase or decrease in funding, or alteration of previously approved budget (i.e. budget revision). PI - Change in Principal Investigator/Project Director. Other - Any modification other than period, budget, or change in PI, e.g., scope of work. Indicate whether current action is Proposed or Approved. After checking type of submission, enter Proposal Number or FIS Number according to the letter indicated. P = proposal and F = FIS. Note: PreAward will provide proposal number after initial submission. Example of format is as follows: F Alpha-Alpha ####. PI Administrative Oversight AES - Agricultural Experiment Station EES - Engineering Experiment Station Continuing Education Cooperative Extension Activity - Type of activity of the project. Select one of the following. Applied - Using known knowledge and procedures to solve a practical problem. Indicate percent for basic or applied or allocate as appropriate to both if research activity is split. Instruction/Training - Involving instructional course work or training classes/workshops, where KSU credit is offered.Equipment - Purchase of equipment Facilities/Construction - Building, installing or renovating a structure. Public Service - Service rendered to the general public. Other - Activities not described above.
State Government Federal Government Private (for profit) Private (non-profit) Project Information - Left Column 1. Principal Investigator - Last name, first name and middle initial of individual(s) directing project.Department - Department in which the PI(s) holds appointment. Please use the FIS alpha designation for each department listed. Indicate department responsible for accounting by placing an asterisk after department name. College - College in which PI and department are associated. Lined space is provided for four principal investigators. However, list all PI's and their respective department and college with primary PI listed first. Place an asterisk beside department(s) responsible for accounting. Note: Separate budgets are required when more than one department is maintaining an account. Continuation page may be used. 2. Project Title - Title of project.3. Source of Support - Name, address and FEIN of Sponsor. Note FEIN is needed for private sponsors only.4. Term and Amount Requested/Funded - Refers to project period and associated budget by each source of funding support. Complete when submitting an initial proposal or revising the budget of an initial proposal, when submitting a proposal for the next project period, upon award of the proposal, and upon modification of the overall budget.From_____To_____(Date of entire period) - Beginning and ending date of the proposal or award. Dates are to be entered as follows: MM/DD/YY Amount requested (proposed)/funded (awarded) is broken down by project periods and by sources of support. The columns - initial, mod, or next and total - are the amounts per period (as described under Term above). Source of support is the agency (entity) funding the project. The project may be funded by: sponsor only, sponsor and KSU, sponsor and other external, or all three.KSU Share of Costs - Costs in support of the project borne by KSU, e.g., faculty effort committed to project, hard dollar matches provided by university units, etc. Other Funding Support (external) - Source other than sponsor or KSU providing funds in support of the project. Total Project Costs - Total funding support by all sources. Facilities & Administrative (F&A) - Usually refers to overhead costs, e.g., administrative, electricity, building, depreciation, etc. Cost Shared F&A Costs - That portion of KSU's facilities and administrative expenses (negotiated F&A rate) not paid by the sponsor. This exception must be published in sponsor guidelines, or a Sponsored Project Cost Sharing Form must have been previously approved prior to submission of proposal. 5. Internal Matching Fund Sources - Costs (excluding state budgeted salaries and fringe benefits) funded by KSU. Signature of the individual authorizing and committing funds is required. The amount of funds committed by each individual should be stated as well as the source of funds (S = State or F = Federal). The use of this section satisfies the requirement for a letter of commitment.6. Department Allocation - (R) Used to obtain reporting credit for department(s) involvement in the project. (S) - Used for calculating return of facilities and administrative costs to department(s). Allocate percentages accordingly, if more than one department is involved (must total 100%).7. - 10. Special Approvals - Check "yes" or "no" for each statement. For those checked "yes" in sections 7, 8, or 10, signature of the official noted in parenthesis is required. Items 8-10 require a response when submitting the initial proposal only, unless the status of the initial response changes with subsequent submissions. Respond to Item 7 when submitting an initial proposal and again upon award if the requirement changes. Items in section 9 that are marked "No" may require further action depending upon the specific project or award. Note: PreAward Services will assist in retrieving signatures.Please pay close attention to the assurances that are located in the signature area. These assurances contain some additional certifications as a result of the university conflict of interest policy, and the requirements regarding the disclosure of intellectual property contained in various federal documents, along with other sponsor and/or university requirements.
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