Why would I need amodification?
•Additional Time required forproject/grant
•Change in Scope or Key Personnel
•Change in Budget
PI and/or BUDs should contact the ORSPto request any modifications.
Modification Approval &Requirements
•Some modifications may not need Sponsor approval(specifics contained in grant contract)
•Some will need Sponsor approval (also specificscontained in grant contract)
•The ORSP will prepare the specific forms anddocuments required by the Sponsor for a change inthe Grant.
•There may be an additional contract or amendmentto the prior contract required.
PACT Forms are to be used ONLY for Grant Full Time Positions
•The ORSP will work with the School and Faculty member (PI) tocreate the necessary PACT Form and process it.
•The information for the position will be posted as any other FTposition at the University.
•Examples include Post Docs, 13Ds, Grant Directors and GrantAssistant Directors
PACT Forms
Position Numbers
Position Numbers are specific toeach grant:
•Grant Faculty Supplementals (613305)
•Grant Staff Supplementals (613306)
•TES (613340)
•Grant Student Workers (613345)
•Grant Graduate Student Workers(613350).
Each New Grant Fund will requireNew Position Numbers.
Pact forms will NOT be used for position numbers for:
•Grant Faculty Supplementals
•Grant Staff Supplementals
•Grant TES (Hourly- Temporary Employment Specialists)
•Grant Student Workers
•Grant Graduate Student Workers
For these position numbers - Once the Grant Fund is established in Banner,the ORSP will email the Budget Office with the request for the neededposition numbers.
The request and response will include PI, BUD, A&F Grants Analysts, andORSP.
Do NOT use PACT forms for:
Supplementals, Course Release,Labor Redistributions
•A Course release is when faculty get released from teaching towork on a grant.
•A stipend is an additional (supplemental) payment to a facultyor staff member for working on a grant.
Each will be discussed at the set up meeting and stated on the data pointsforms emailed when the fund is sent to Admin & Finance.
Faculty Course Releases & Faculty or Staff Stipends for Grants
There are different types of funding for course releases:
•School funded – the Dean is providing funding for the faculty member orreplacement from the school’s institutional budget.
•Internal Award funded – R&PD
Funding is transferred to the School’s R&PD account for the purpose ofreplacing part of the faculty member’s teaching schedule to work on aproject or grant.
•Grant funded – A grant is paying for part of the faculty member’steaching schedule to work on the grant. This requires a labordistribution.
Course Release
All course releases need to have a labor distribution completedto charge the grant with the faculty member’s salary and fringebenefits.
•Notify ORSP by August 1st or December 1st before the semester of thefaculty member’s course release.
•Provide the FOPAL that the faculty member is paid from. The ORSP willsubmit the labor distribution to the Dean or Supervisor for approval andthen to Office of Budget.
•Monitor the Grant fund and your Institutional budget-verify that chargesare being posted properly. If not – Notify ORSP via email(GrantAccounting@stockton.edu)
Course Release, cont’d
There are NO coursereleases in the Summer.There are stipends for timeworked on grants duringthe summer that may bebased on the rate of creditsa professor is paid or anestablished amountbudgeted in the grant.
Course Release, cont’d
Supplements or Stipends:
•Must be paid over the period of the performance of work - not in lump sums.
•Faculty and Staff supplementals may be submitted on the sameSupplemental Payroll Spreadsheet
Faculty & Staff Supplemental Paymentsor Stipends
#1 & 2 - Faculty/Staff Supp must match appropriate position # and Account Code
#3 & 4 - Stipend amounts can be for 1 pay period or multiple pay periods
#5 - Multiple Grants’ supplemental payments can be listed on same spreadsheet.
3
- Payroll Spreadsheets must be submitted to the ORSP viaGrantAccounting.stockton.edu.
- Additional information will be added if necessary and the finalsheet will be sent to Payroll, Provost Office and the BUD.
- BUDs must check to see if the stipends post to the properfunds for the proper amounts.
Faculty & Staff Supplemental Paymentsor Stipends, cont’d
TES and Student Payroll Spreadsheets
Web Time Entry should be used for all Students and TES payments with a few exceptions.
If necessary, a payroll spreadsheet can be submitted for TES and Student payments toGrantAccounting@stockton.edu. TES and Students can be submitted on the samespreadsheet – BUT they cannot be submitted on a Faculty and Staff spreadsheet.
QUESTIONS?
101 Vera King Farris Drive, E-226
Galloway, NJ 08205
Phone: 609.652.4844
Fax: 609.626.3467
grants@stockton.edu
