Sponsored Projects

OSP Team Contact Us: sponsoredprojects@csusm.edu

Coronavirus (COVID-19) Information - March 13, 2020

For the most up-to-date information on the incident response. Please visit the CSUSM Corporation FAQs and the CSUSM Incident Response Status. These are continuously being updated as new information becomes available.

CSUSM Corporation COVID-19 FAQs

CSUSM Incident Response Status

The CSUSM Incident Response website also offers resources, helpful links, Campus Communications and information from the Chancellors Office.

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Where can I find information and guidance from the federal awarding agencies?
Given that COVID-19 and the associated impacts continue to evolve, Principal Investigators/Project Directors (PI/PDs) are strongly encouraged to monitor announcements from funding agencies and sponsors for changes in policies, practices, procedures, deadlines, operating hours, communication methods, etc.

Visit the Council On Governmental Relations (COGR) website:
White House Office of Management and Budget (OMB)
- March 19, 2020 Memo (M-20-17): Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of Operations
- March 9, 2020 Memo (M-20-11): Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19)
National Institutes of Health (NIH)
- Coronavirus Disease 2019 (COVID-19): Information for NIH Applicants and Recipients of NIH Funding
- NIH FAQs COVID-19 – Summary of guidance to date from NIH
- NOT-OD-20-086 Flexibilities Available to Applicants and Recipients of Federal Financial Assistance Affected by COVID-19 – Addresses a short-term administrative flexibilities, without compromising accountability requirements, on a range of topics related to pre-award costs; extension of post-award financial and other reporting; prior approval requirement waivers; and salaries/stipends, etc.
These flexibilities are applicable to NIH applicants and recipients where the entity is conducting research activities related to or affected by COVID-19. Affected entities are those that have been closed, or business activities have been hindered due to COVID-19 precautionary measures and/or illnesses. Entities that are affected will be asked to provide documentation to NIH describing the effects, and how long their facility and NIH related research, clinical practices, or instruction was and/or will be affected.
- NOT-OD-20-083 General Frequently Asked Questions (FAQs) - Proposal Submission and Award management Related to COVID-19 – Addresses general questions associated with proposal submission and award management; guidance on travel, cancelled conferences, etc.
National Science Foundation (NSF)
- March 23, 2020 - The National Science Foundation has issued Important Notice No 146 to the Community Regarding COVID-19. NSF has also issued additional guidance on NSF’s implementation of the Office of Management and Budget (OMB) Memorandum (M-20-17), entitled, Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of Operations. NSF has implemented flexibilities authorized by OMB from specific administrative, financial management and audit requirements contained in 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards without compromising accountability requirements.
  - FAQs on COVID-19 for NSF Proposers and Awardees - Travel questions, extensions, REU site info
  - Dear Colleague Letter for Proposers and Awardees
  - Information from NSF on the Coronavirus (comprehensive NSF site)
NASA: Coronavirus information

Department of Education: Coronavirus Information

FEMA: Coronavirus Information
Is there any guidance from the Chancellor's Office on continuing research?
Yes, Research, Scholarship, and Creative Activities Considerations.
Should I develop a contigency plan for my research study?
OSP encourages all investigators to develop a contingency plan and communicate it to your research teams. The plan should touch on the following, as applicable:
- Continuing or halting data collection
- Regularly communicating with the research team, study sites, and participants to ensure everyone is operating under the procedures
- Identifying research priorities in the event CSUSM employees are not able to come to work
- Managing research data in the event CSUSM closes
- Arranging for the possibility of remote access to research files
- Evaluate project tasks and resources needed to determine what can and cannot be performed at home during self-isolation
Can personnel salaries continue to be charged to the sponsored project? Personnel salaries may continue to be charged for employees that are still able to perform work on projects.
Where do I go for support services for my sponsored project?

PIs can work with school deans for immediate support services needed on your sponsored project.
Is the Office of Sponsored Projects (OSP) operating as usual?

To support social isolation efforts, OSP staff began working remote on March 17, 2020. Though we cannot meet with Principal Investigators (PI) in person, the work we began two (2) years to modernize our infrastructure and implement best practices us to remain operational off campus. Phone and web conferencing (Zoom and Teams) is fully functional and staff will respond to emails and calls made to our office lines.

OSP will no longer be accepting hardcopy documents (i.e. Direct Pays, Petty Cash, etc) for review and approval. If you need an approval signature from OSP, please email documents to your SPA or sponsoredprojects@csusm.edu.
I have questions about other project costs that are not addressed here. Who can help me?
Contact OGSR or your Sponsored Projects Analyst with questions.
What if I need to make a change to my funded research project?
- Federal awards: OSP is required to request prior approval from federal award agencies whenever there is a change in the scope of work or key personnel. We must also request prior approval whenever the Principal Investigator/Project Director will be disengaged from the project for more than three months and/or experience a 25 percent reduction in time devoted to the project (2 CFR 200.308(c)). Some grants may be subject to more stringent prior approval requirements.
Please consult your specific award terms and conditions to determine when prior approvals are required. Even if your sponsor is sympathetic with the delay, it is generally necessary to modify any contracts to reflect revised deliverable schedules.
- Subawards and subcontracts: Monitor all subrecipients to ensure they making adequate progress. If a subrecipient is unable to perform and/or meet deadlines, it may impact your performance as well. Please communicate with your sponsor and alert OSP regarding any such challenges.
Can salary still be charged to my project during periods when no work is performed?

Various funding sources are used to support those carrying out research. If sponsored by an external entity, that sponsor will have specific policies on continuing to charge salary when unable to work. Written sponsor permission to do so will be required.

For NIH funded projects, if a recipient organization’s policy allows for the charging of salaries and benefits during periods when no work is performed due to the effect of COVID-19, regardless of the funding source, including Federal and non-Federal, then such charges to NIH grant awards will be allowable. (NOT-OD-20-086)

Reminder: NIH awarding Institutes/Centers (ICs) may request documentation to confirm the requirements of institutional policies.
For staff working remotely, can the effort still be charged to a sponsored project?

If the individual is working remotely and contributing to the project, then salary can be charged to the grant.

If an individual cannot contribute to their current project but can contribute to another sponsored project or school activity, the salary must be moved to that funding source.

The PI/lab should document and retain information on the staff and related compensation that is charged to each award when no contribution is made to the project.
Can I charge my project for costs related to remote work?

These type of expenses are generally considered facilities and administrative (F&A) costs and are not allowable as a direct cost to sponsored projects unless specifically approved by the sponsor. Refer to sponsor policy, guidance, and updates.

Examples may be: laptop, printer, office supplies
Do I need to notify my collaborator (subaward) of any COVID-19 related delays/changes?

The answer depends on your subaward terms and the underlying regulations (e.g., federal regulations) that may apply to your project. Please confer with your SPA for guidance and questions regarding notification content and process.
Are my subawardees subject to the travel restrictions?

If it's an official subaward, the subrecipient's travel policy takes precedence, unless the sponsor has travel restrictions we're obligated to flow down.

If the traveler is coming to CSUSM, please attempt to postpone the trip.
Are travel cancellation costs due to COVID-19 allowable on sponsored projects?

Every effort should be made to obtain a full or partial refund from the vendor (airline, hotel, conference organizer, car rental, etc.) and any refunds should be credited to the same project that the purchase was made. If costs cannot be refunded, they may remain charged to the project if allowable by the sponsor. If the sponsor disallows these costs, CSUSM Corporation, in consultation with the Dean of Graduate Studies and Research, will work with PIs to determine how to cover the costs.
What about travel costs to conferences or for research not charged to a sponsored project?

Travel expenses that have been incurred using a stateside chartfield string can be reimbursed and should include the COVID19 Cancellation Memo and include the class code in the chartfield string as advised by Partners in Campus Business Operations (class code 25601 – Emergency Ops Ctr Coronavirus). See the CSUSM Corporation COVID-19 FAQs for travel expenses incurred on a CSUSM Corp project.

Post-Award Administration

Our mission is to support CSUSM faculty and staff with the management of successfully awarded proposals by providing expertise, assistance, education, and oversight of extramural sponsored projects and research. We review, negotiate, and accept contracts and grants on behalf of CSUSM from federal and state agencies, foundations, and other public and private sources. We also draft, negotiate, and execute awards and subawards for collaborative research, and prepare and maintain policies and procedures intended to ensure that CSUSM can adequately support proposed projects and fulfill the requirements of awarded grants and contracts.

Additionally, our team provides guidance to assure proper stewardship of funds that are received. We work closely with faculty and administrators to ensure financial compliance and proper accounting of externally sponsored funds. OSP’s financial management responsibilities include cash management, financial reporting, award closeout, and effort reporting. We also assist Principal Investigators/Project Directors to prepare, review, and submit non-financial post-award changes (e.g., No-cost extensions, Rebudgeting, Change of PI, Award transfer, etc.).