Grants and Contracts
Extension Specific Grants
Grant Incentive Plan
Effective July 1, 2018, only MU Extension campus employees eligible to participate in approved grant incentive plans within their academic home department (e.g. College of Human Environmental Sciences; College of Agriculture, Food and Natural Resources) will be eligible for incentive payments. For details about your eligibility and plan parameters for plans in your academic home department please contact your academic home department.
For additional questions, please contact the Extension Fiscal Operations Grant Team - MU EXT Fiscal Grants Team
Conflict of Interest
Make sure you check the conflict of interest policy before signing for grants or contracts. The University of Missouri Collected Rules and Regulations address several, but not all, of these activities. University of Missouri Extension policies are consistent with university policies, but in some instances go beyond university policy because of the unique nature of the extension function and the requirements of the federal partner, CSREES/USDA.
Conflict of interest relates to several activities:
- Ownership and operation of a business
- Serving as an expert witness
- Private-sector support of programming
- Commodity trading
- Activity in political parties
- Election or appointment to public office
Pre-award grant processing
Determinations as to whether a grant proposal should be routed through Extension are to be made before the submission process begins. The college or division with the majority of the Lead Principle Investigator’s effort and/or responsibility of outcomes should enter the proposal into Peoplesoft and submit to the Office of Sponsored Programs (OSPA). Shared credit should be given to all parties for those grants where two or more colleges or divisions are partnering in the proposal. The appropriate split can be determined by the percent of involvement per college/division or by the payroll split of the individuals.For more details in regards to your particular division, please review the corresponding Memorandum of Understanding and/or Processing Guide.
All proposals determined to be primarily Extension should be routed through the Extension Fiscal Office for review and data entry in the Peoplesoft grants module. As soon as a faculty or staff member decides to prepare an upcoming submission, they should notify the Extension Fiscal Grants Team. This allows additional time for the team to review the associated guidelines and policies of the sponsor, as well as corresponding Federal, State and University regulations. The Extension Fiscal Grants Team can assist with questions that arise, communicate with OSPA if there is a limited submission requirement, as well as help staff work with The Connector in order to facilitate parties interested in working together.
1 Month Prior to Proposal Due Date
Lead Principle Investigator:
Discuss with their supervisor and the Senior Program Leader for their area in order to receive prior approval to prepare and submit the proposal.
Inform the Extension Fiscal Grants Team by email that you intend to submit a proposal; send any working documents, the guidelines, and a completed Cover Sheet.
Senior Program Leader:
Discuss the budget and goals of the proposal with the Associate Vice Chancellor at regularly scheduled monthly meeting. You will need to present a description of the project, any relevant letters of support, a detailed process to ensure that any relevant cost share or third party matching is met, and a timeline as to when the awarded funds will be spent. These details are required if the proposal meets one of the following criteria:
- The proposal has a total budget of at least $1,000,000.
- There is any voluntary cost share being provided.
- Budgets which include third party match.
- Costs which include hiring new employees.
10 Business Days Prior to Proposal Due Date
OSPA has a published Five Business Day Submission deadline in order to help identify and correct problem areas before submission. In order to ensure this deadline is met, complete proposals are due to the Extension Fiscal Grants Team for processing and review ten business days prior to the proposal due date. Once any initial issues are resolved, a proposal routing sheet (PSRS) will be sent for approvals using the information from the completed Cover Sheet and finalized budget. After the required approvals are obtained, the proposal will be sent to OSPA.
It is the Principle Investigator’s (PI’s) responsibility to ensure all relevant information is complete by these deadlines. At the time of submission it is also their responsibility to ensure all attachments are loaded properly and accurately no matter which submission method (online portal, email, etc.) is used.
If the 10 business day deadline is not met, the PI will need to contact the Associate Vice Chancellor and copy their Senior Program Leader in order to obtain approval to still proceed with submission. If the Associate Vice Chancellor choses to give approval, he/she will provide a new required due date which must be met. The only exception will be if proof is provided that the sponsor did not allow adequate time once the funding opportunity was published (any deadline which is due in less than one month of the funding notice). In those cases, every effort will be made to meet the sponsor due date and get the proposal submitted to OSPA, although submission will not be guaranteed.
Typically, any documents submitted to a sponsor must be sent directly from OSPA. Although staff should not negotiate with sponsors, it may be necessary to communicate directly with sponsoring agencies in the pre-proposal and proposal stages. When in doubt, please contact the Extension Fiscal Grants Team for confirmation of the appropriate steps.
PSRS’s for Extension grants must be approved by the PI, the Extension Budget Director, and the PI’s Senior Program Leader. There may be additional approvals needed depending on Shared Credit deptids used.
OSPA will obtain any needed physical signatures from an authorized designee of the University. Extension faculty and staff may not sign on behalf of the University.
Research or instruction grants that are not extension programs but have extension staff either paid directly from the grant or have cost sharing must be forwarded to Alysha Stelling for appropriate extension approval. A completed copy of the grant proposal is needed for the proposal routing sheet to be approved. The routing sheet must be approved by the PI and the department chair or unit leader.
Post-award Grant Management
Extension Fiscal Grant Team is responsible for the fiscal oversight on all Extension grant awards. When a new award is received, EFO Grants will review it to ensure the new award budget and other data elements accurately reflect the terms and conditions of the award document. If there are any funding restrictions, they will be communicated to the PI and project fiscal staff. EFO Grants will also work with PIs and unit fiscal contacts to make sure direct grant funding for salaries and/or cost share are set up correctly.
Throughout the life of the grant, EFO Grants is responsible for tracking cost share to make sure our sponsor requirements are met. They will work the appropriate unit fiscal staff to make any necessary adjustments. EFO Grants also tracks grant summary data and expenditures, reports grant data and participates in grant close-out activities.
EFO Grants will serve as the primary contact between Extension and OSPA on invoicing, financial reporting, and any other post-award issues that arise throughout the life of the award. When a project is ready for closeout they will assist OSPA in confirming final costs and verify that our cost share requirements have been met.
Effort Verification Reporting is also a post-award responsibility. EFO Grants will distribute the EVRs to the appropriate individual with a deadline to certify them. Either the employee or someone with firsthand knowledge of the employees’ effort should certify the EVR.
EFO Grants is responsible for reviewing and obtaining proper Extension Fiscal approvals before sending payroll correcting entries to OSPA. Their review process will include verifying the chartfields/MoCodes that are affected by the PCE, as well as ensuring the PCE’s justification is complete. If a PCE affects a pay period where effort has already been certified through the EVR process they will work with the employee in order to recertify their effort on a revised EVR.
County Grant Administration
Both the university and county extension councils have legal authority to submit grant proposals. In determining the appropriate administrative entity, there are several factors to consider:
Consider a county council's capacity to administer projects that require employing additional staff, providing governmentally required assurances, submitting financial reports and audits, and securing legal advice.
Matching requirements can be onerous. If we commit match or cost share, it must be documented. Many times, that is done by documenting a person's time on a project. However, legally, councils cannot commit the time of regional extension specialists. They are University employees, not council employees.
Rules and Regulations
The rules and regulations of some entities, such as governmental agencies, are substantial. The University has the resources and processes to meet those requirements.
Funding Source Preferences
Some funding sources only fund locally based organizations, such as a county council, while others work only with larger institutions, such as the University.
Although the University and county extension councils do not have 501(c)(3) status, they are treated as not-for-profit organizations under IRS regulations, as described in Section 170 of the federal income tax statutes. The IRS has provided an advisory letter stipulating this status for both the University and councils. This letter generally is sufficient when submitting proposals to organizations requiring 501(c)(3) documentation.