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Office of Sponsored Projects

The Office of Sponsored Projects (OSP) assists faculty and staff in the pursuit of external funding opportunities. We also work to ensure compliance with federal regulations and laws, each sponsor's guidelines, and  the policies, procedures, and guidelines of Seattle University.

Please explore our site and contact us for any of your needs and questions relating to funding of sponsored projects.

 

Sponsored Projects Management Guide

Updated August 2017
  • These policies and procedures apply to all sponsored project activity.
  • All financial transactions must be allowable on your sponsored project, including costshare (budgeted for within your sponsored project award and approved by the sponsor) before making the transaction.
  • Please contact your Sponsored Research Officer (SRO) or follow the re-budgeting request process (below) if you do not already have funds approved for the transaction(s) your project needs.
  • All transactions must adhere to university policies relevant to the transaction.
  • Sponsored project policies can be found here and are linked below where possible.
  • For a downloadable PDF of this guide, please click here: Sponsored Projects Management Guide

 

Please click the headers below for a complete guide on each topic:

Apply for external funding

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Notify ORSSP of your intent to submit a proposal

Be assigned an SRO to assist with the proposal and internal process

Use our online notification form

This will generate an email to OSP

Submit a sponsored project proposal

Apply for external funding to support your research, project or program

Proposal Guide to identify sources, policies, and step-by-step application process at SU

ORSSP@seattleu.edu 

Identify a funder or opportunity

Find external funding to support your research, project, or program

Sign up and search within the Pivot Database

Or contact the office of Corporate & Foundation Relations (CFR) for prospecting assistance

Rebecca McColl

Director of OSP

206-296-6161

 

Laura Vasilopoulos

Director of CFR

206-296-6118

Award Acceptance

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Sign a new award or contract agreement

Execute a new Sponsored project or service contract awarded (congratulations!)

 

All agreements must be signed by SU’s authorized organizational representative

Notify your SRO as soon as possible and send the award agreement for AOR signature

Anpei Sun or

Jenna Isakson

Sign an agreement only available in an electronic format or online platform

Execute an agreement via sponsor’s online portal

 

Request for Online Acceptance Procedure

Request for Online Acceptance Form

Anpei Sun or

Jenna Isakson

 

Hire/Pay Personnel

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Pay a faculty member during the academic year

Be released from a course (faculty) to work on their Sponsored project

See: Sponsored Projects Compensation Policy

 

Payroll Action Form (request form from Sandra Brierley, Faculty Services)

Anpei Sun or

Jenna Isakson

Pay a faculty member during the summer

Complete work on this project after the AY is completed.

See: Sponsored Projects Compensation Policy

 

Faculty Stipend Request

Anpei Sun or

Jenna Isakson

Hire a staff member 

Complete work on project and pay all of their salary from a sponsored project (100% effort dedicated to the project)

EngageSU

Bre Smith, HR

206-220-8537

Pay a staff member

Pay all or a portion of a staff member’s salary (FTE) from a sponsored project

EngageSU

Bre Smith, HR

206-220-8537

Hire a temporary employee

To temporarily complete a staff role on your sponsored project

EngageSU

Bre Smith, HR

206-220-8537

Hire a student

To pay them for work on your sponsored project as budgeted

Student Employment Action Form (SEAF)

Student Financial Services

Hire/Pay a Consultant/Independent Contractor

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Determine if you need to hire a consultant or an employee

Perform work on your project

The IRS 20-factor test

 The general rule is that an individual is an independent contractor if the payer has the right to control or direct only the result of the work and not what will be done and how it will be done.

n/a

Hire a consultant for prolonged services on your project.

Contract with the consultant to provide deliverables that contribute to your project; but do not have a directional/decision-making role in your project.

Contact your Sponsored Research Officer for the standard SU consultant contract template.

Anpei Sun or

Jenna Isakson

Pay a consultant for prolonged services on your project.

Pay an already contracted (see above) long-term consultant.

 

 

“Declining balance PO” form in ProcureSU

(A Declining Balance purchase order should only be used for services that are for multiple months and when there is not a consistent payment or set payment schedule.)

This will automatically be submitted to the Sponsored project accountant for review and processing.

Pay a consultant/ independent contractor for a one time or infrequent service

An independent contractor is a natural person, business, or corporation that provides goods or services to another entity under terms specified in a contract or within a verbal agreement. Unlike an employee, an independent contractor does not work regularly for an employer but works as and when required, during which time he or she may be subject to law of agency

Independent contractor/honorarium payment request form in ProcureSU

This will automatically be submitted to the Sponsored project accountant for review and processing.

Financial/Operational Transactions

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Purchase supplies/ equipment

 

Procure allowable goods/services to complete your project (note: any good or service greater than or equal to $3,000 requires one or more bids)

Use ProcureSU to set up a purchase order

This will automatically be submitted to the Sponsored project accountant for review and processing.

Pay an invoice under $500 when the order was not facilitated through ProcureSU

Pay a vendor who facilitated the order through a invoice/direct pay option

Use the “DirectPay Request (under $500 total)” form within ProcureSU

This will automatically be submitted to the Sponsored project accountant for review and processing.

Reimburse yourself or others.

Be compensated for money spent toward this project on allowable goods/services.

Check requisition form within ProcureSU.

This will automatically be submitted to the Sponsored project accountant for review and processing.

Reimburse yourself or others for travel expenses.

Be compensated for allowable travel related to your project.

Travel expense report in ProcureSU

This will automatically be submitted to the Sponsored project accountant for review and processing.

Print or copy a bulk job at Reprographics

Have the materials you need to conduct your project (should not be used for day-to-day printing needs).

Email your order details, deadline, and activity code to Reprographics or stop by their office in Pavilion 020

 Reprographics

Order food through Bon Appetit

For sponsored project-approved food at a project conference or meeting

Submit order, event details, and activity code to Bon Appetit catering

Contact Bon Appetit

206-296-6312

Request a guest parking pass

For guests associated with your project to park on campus during project-related activities

Permit Request form

Public Safety –parking

206-296-5992

Request a van rental

To travel to sites related to your project, as approved.

Public Safety van reservation steps website

Public Safety – van rentals

206-296-5992

Reserve campus rooms/space or plan an event

For a project-hosted conference/workshop or meeting

Email Conference and Event Services for meetings or use the  Event Request Form for events

Conference & Event Services

rooms@seattleu.edu

206-296-5620

Budget Management

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Journal entry (transfer) expenses between two or more activity centers

Correct the budget to align with your project’s approved budget

Journal entry

AND

Cost transfer justification form

Email to the Controller’s Office

Deposit project income

Credit your activity center for expected income

Hardcopy deposit slip (available in your department budget office or at the controller’s office)

The Controller’s Office (OBRN 200)

Reconcile your sponsored project budget

Ensure no expenses were mischarged to your sponsored project or any charges are missing; identify your remaining balance

Use Projects Accounting in Self-serve

Jen Riester

Grant Accountant

206-220-8233

Modifications to original Sponsored project

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Request a re-budget

Re-allocate funds amongst your sponsored project  budget categories

Institutional prior approval form (IPAF)

Anpei Sun or

Jenna Isakson

Request a personnel change on a sponsored project.

To adjust effort (increase/decrease) of personnel paid from the sponsored project.

Institutional prior approval form (IPAF)

Anpei Sun or

Jenna Isakson

Request a no cost extension

Extend the end-date of your project period by up to one year.

Institutional prior approval form (IPAF)

Anpei Sun or

Jenna Isakson

Sponsored Project Reporting

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Review or prepare a financial report

Submit to your sponsor to meet a reporting deadline, or just for your information

Projects Reporting within InformSU

Submit to your SRO 5 days before deadline for administrative/ compliance review

Anpei Sun or

Jenna Isakson

Prepare a technical/ programmatic report

Submit research/ program activity and/or results to sponsor to meet a deadline or as requested

No standard form: Depends on sponsor guidelines/ form/ requirements

Submit to your SRO 5 days before deadline for administrative/ compliance review

Anpei Sun or

Jenna Isakson

Other Sponsored Project Activity

If you need to…..

In order to….

Use/ contact…

Submit to/ point of contact…

Close-out your expired sponsored project.

To close the project’s activity code and all internal processes.

Contact your SRO to initiate the process if you do not receive the close-out form within 30-60 days after your Sponsored projects expiration date.

Anpei Sun or

Jenna Isakson

Sign an effort report

Certify that you worked the time that you committed to and were paid from a sponsored project (or it's cost share)

Your SRO will initiate this process. Effort is certified twice a year at SU for the periods of October through March and April through September. If your effort has changed, please notify your SRO as soon as possible.

Anpei Sun or

Jenna Isakson

 

Faculty Writing Groups

LAUNCH MEETING

Tue, Oct 17 | 12:30-1:30

Chardin 142 | Lunch Provided

Co-Sponsored by the Center for Faculty Development

The “research on research” gives us good evidence on what helps faculty progress with their research, and in response, we’ve been launching Faculty Writing Groups since 2007. These groups provide you with camaraderie and accountability to achieve more in your scholarship. And they are intentionally interdisciplinary so that you remain the expert in your own field throughout.

By the end of this session, you will be grouped with two or three other colleagues from across campus and will be ready to meet with your group independently and regularly to help you achieve more in your research – and with less stress.

Register

OSP Updates

ORSSP is now OSP!

Our central services will continue; the new name is simpler, shorter, and aligns more closely with other University naming conventions. Over the next few weeks, there will be updates to signage, forms, campus maps, etc. and external grant and contract sponsors will be notified.

RevSU Updates

Please be sure to sign up for trainings (via EngageSU) related to our new procurement processes (ProcureSU) and financial reporting modules (InformSU) - all three systems can be accessed through MySU

Sponsored projects will benefit greatly from the new Projects Accounting report module. Contact your SRO for more information or view the video training through EngageSU.

Did you miss our Spring 2017 grant proposal trainings?

View our powerpoint slides here!