How is OSP organized?
The Office of Sponsored Programs is split into two groups: the Proposal Group and the Contract Group. The Proposal Group assists with proposal review and submission, and the Contract Group reviews, negotiates, and accepts the terms of awards. Both the Proposal Group and the Contract Group are split into two teams, with each team assigned to a list of colleges. The assignment of colleges to teams, as well as the team contact information is located here:
OSP Proposal Teams
How are budgets/proposals assigned to the Proposal Teams?
There are two Proposal Teams in the Office of Sponsored Programs (OSP). Your proposal will be assigned to one of the teams based on your academic unit, and a specific staff member will be designated as the lead contact for your proposal.
How can I help avoid delays in OSP proposal processing time?
- Follow the Proposal Development & Submission webpages
- Work with Department/College administrators and OSP early in the process
- Follow the MSU Proposal Deadline Policy
- Read the solicitation closely and address any special requirements
- Become familiar with agency-specific rules, e.g. National Institutes of Health (NIH) salary cap and National Science Foundation (NSF) 2-month effort limitation
- Double check formulas in your budget for accuracy
- Prepare the necessary forms
- Ensure all Investigators have certified their Annual Financial Conflict of Interest Disclosure prior to submission
- Confirm the Proposal Development document has been approved up to OSP's level of approval
- If the proposal includes subcontracts, ensure you have received the signed Subrecipient Commitment Form for each subcontractor.
Common situations that may require additional time for budget review and/or proposal submission:
- Late submissions (non-compliant with the MSU Proposal Deadline Policy)
- Complex budgets
- OSP received multiple budgets for the same deadline
- Budgets with subcontractors
- Budgets with international travel
- Formula errors in Excel spreadsheets
- Multiple proposal deadlines falling during the same timeframe
- No accompanying Proposal Development document, or the Proposal Development document is not fully routed
- Award without discussion solicitations
- Solicitations containing contractual language
- Solicitations requiring numerous cerifications and representations
OSP Contract Teams
How are awards assigned to the Contract Teams?
Each college is assigned to one of two contract teams in the Office of Sponsored Programs (OSP). The Contract Team manager assigns awards to a staff member based on the complexity of the award, and the availability of staff, usually within one business day of receipt of the award.
What is involved in processing awards, and how much time is needed for review?
To process awards, the team must gather necessary compliance documents from other units on campus and negotiate terms with the sponsors. The time spent to process each individual award varies according to award type. OSP reviewed a sample of agreements that took longer than one month and found that delays were attributed largely to regulatory compliance issues, obtaining revised budget and/or Proposal Development documents, and sponsor delays. After assessing the total processing time of a sample of award, it was found that awards were with OSP approximately 30% of the time and with other entities (e.g. departments/colleges, compliance offices, sponsor, etc.) 70% of the time.
How can I help to avoid delays in OSP award processing time?
- Follow the procedures previously outlined to avoid delays in OSP proposal processing
- Forward award documents to OSP (or Business-CONNECT when industry only) immediately upon receipt
- If the amount awarded differs from the amount requested in the proposal, you may need to prepare a revised budget to match the award amount. Keep in mind, a revised Proposal Development document may need to be routed and approved if the difference in the awarded budget is significant.
- Ascertain that all required approvals are in place, such as Proposal Development document, Internal Review Board (IRB), Institutional Animal Care and Use Committe (IACUC), Conflict of Interest (COI), Export Control, University Research Organization (URO) letter, and/or the confirmation that a rated order award is acceptable.
- Please do not try and negotiate contractual terms with a sponsor. This often causes confusion and can create delays.
- Communicate with OSP in a timely manner.
Contractual language and related issues that may extend negotiations and delay signature include, but are not limited to, the following:
- Publication/Dissemination Restrictions
- Intellectual Property Ownership Rights
- Export Controls and Related Restrictions
- Participation Restrictions
- Non-Compete Clauses
- Governing Law
- Payment Terms
- Approval of Deliverables
How will I know if my email has been received? When can I expect an answer?
You will receive an auto-reply to your initial inquiry so you know we have received it. All CGA groups strive to respond to inquiries within two (2) business days. Be sure to include all relevant information, such as the account number, document number, attachments, etc. If it's urgent, please indicate "urgent" in the subject line to help us better address your needs.
CGA Awards Group
The Awards Group has a target of five business days to initiate a new account in KFS from the time a new award is received from OSP. Remember, your new account number can be used as soon as the New Account document is final in KFS.
The CGA target processing time for amendments to existing awards is ten (10) business days.
CGA Transactions Group
The Transactions Group reviews certain higher risk transactions in KFS. These transactions include, for example, General Error Corrections (GEC), Distribution of Income and Expense (DI), Disbursement Vouchers (DV), retroactive personnel documents, and Purchase Orders with line items exceeding $5,000. The following items are keys to receiving expedited CGA approval:
- Include a detailed explanation of how the expense benefits the project.
- Include all necessary documentation, including worksheets, receipts, and PI certifications.
- Make sure all scans are clear and all pages are right-side up.
The target turn-around time for transactions is three (3) business days.
CGA Reports Group
The Reports Group sends invoices and financial reports to the funding agencies. Most funding agencies require a final financial be completed within 90 days of the project end date. Departmental involvement, answering documentation questions and approval of final financial reports is critical for CGA to meet our goals and agency expectations.
Our goal is to submit 100% of the reports on time, and to close accounts in the KFS within six (6) months.
CGA Cash Management Group
The Cash Management Group draws cash from federal letters of credit (LOC), prepares financial reports for LOC accounts, processes payments on invoices, accepts payments on RG accounts, and follows up on unpaid invoices for all CGA accounts. Departmental assistance in answering documentation questions and approval of final financial reports is critical for CGA to meet our goals and agency expectations.
Our goal is to draw cash at least two (2) times per month per agency, complete final financial reports within 90 days, and to close accounts in KFS within six (6) months.