Managing Your Grant

What are significant obligations?

Significant obligations are unpaid positions held as an officer, trustee, director, employee or consultant for a for-profit or not-for-profit entity, that would reasonably appear to directly and significantly affect (i.e., have a relevant and consequential effect on)  the work proposed for funding external and selected internal funding.

What is the definition of WolfMart Requester?

A WolfMart Requester is an individual appointed by their department to assist in the purchasing of items through the WolfMart system. Requesters do not have the authority to approve orders, but have the ability to search for items and also complete accounting information when creating the requisition. The Requester must submit the requisition to the Approver for final review and completion of the requisition.

Why am I not able to view signatures on an account?

Account Directors and Account Assistants cannot see their signatures.

The ability to see signatures is only available to the business office.

How do I view Account Expenditure Summary (AES) Reports using the E-RAS System?

Click here for detailed instructions on viewing and searching for AES Reports.

How do I limit the authority of my Delegates?

Each Signatory Delegate has an accompanying Level of Authority field where Account Directors can specify the limitation of the user's access.

How do I place an order (chemicals, lab supplies, etc.) using sponsored research funds?

To place an order, please log onto Stony Brook University's Wolfmart website. Link below.

http://www.stonybrook.edu/wolfmart/

How can I add an authorized signatory to my research award?

An electronic signatory system has been implemented that will make it easier for you to update your 

Delegates without the need to send in a signature form. Please click on the link below to access the 

Electronic Record of Authorized Signatures (ERAS) website. This link will also provide you with ERAS 

frequently asked questions. http://www.stonybrook.edu/eras/

How do I add a Signatory Delegate?ERAS - Electronic Record of Authorized Signatures

1. Obtain the SBID's or NetID's of your Delegates.

2. Log on to E-RAS.

3. Click on the account number that you wish to add a Delegate to.

4. Click on the Add/Remove button.

5. Fill-in the Level of Authority if necessary.

6. Repeat for each of your Delegates.

7. Click on the Done button.

8. Click on the Save and Confirm button at the top of the screen

How is a consultant/guest lecturer reimbursed for their travel expenses?

RF funded reimbursements must use the RF Independent Contractor/Lecturer Services form (PROC0012) and complete the travel section of the form. Original receipts required. 

 

How is a traveler reimbursed?

Research Foundation funded reimbursements must use the RF Independent Contractor Services Form and complete the travel section of the form. Original receipts are required. Consultants may only be reimbursed for their actual receipted meal expenses. They cannot claim the diem that is allowed employees and must have actual receipted expenses.

Being reimbursed with RF funds must use the Travel Voucher

When calculating salary cost's to a Sponsored Award how do I find the correct Fringe Benefit Rate that I should use?

The link below will provide you with the Fringe Benefit Rates for the various types of RF Employee's [Regular, Grad Student, Undergrad, Summer only, and SUNY Employee]. 

https://portal.rfsuny.org/portal/page/portal/Rates

I just relocated to Stony Brook. How do I get reimbursed for my moving expenses?

The request must be made within 60 days of the effective date of your appointment. The sponsor must allow the expenditure(s). Funds must be available to cover the expenditure(s). The items moved must be household and personal goods. The distance between old and new place of employment must meet IRS standards. Total reimbursement for all moving expenses may not exceed 12,000 lbs. For more information see: 

• IRS requirements for moving expenses are contained in Section 132 of the Internal Revenue Code

• IRS Publication 521 -- Moving Expenses -- contains the information required when preparing tax returns.

• Moving Expense Reimbursement Guidelines

• Moving Expenses: Requesting and Processing Reimbursements

I would like to appoint a Research Project Assistant to my research grant; what is the process?

a) You will need to complete the appropriate Payroll Form that is available at the Human Resources website at the following link:

http://www.stonybrook.edu/hr

b) Right Click the Forms and Publications Area of the webpage

c) Right Click the Appointment/Change Form Category from the list appearing on the page. You will require either the Employee Appointment Form or the Employee Change Form. The appointment form is used for a first time appointment to an RF project, task and award. The change form is used subsequently once the original appointment to an RF funded project is made. I.E. a change in charging instructions / project, task and award information, labor distribution end date.

For questions pertaining to the appropriate classification of the employee, I.E. Regular Exempt, Regular Non Exempt, Salary and Wages Grad Exempt or Non Exempt, please contact the HR Payroll Service directly. Their contact information is available at the following webpage:

http://www.stonybrook.edu/hr/contact

For specific instructions on relating to completing the payroll form/s please contact your Grants Management Specialist. The Office of Grants Management may be reached at 631-632-9308. You will be directed to the appropriate Grants Management Specialist who handles your department.

How do I pay for study subjects on my Research project?

There are two methods of payment for subject cost.

a) The subject participates in a research project and he/she may be paid directly through the Procurement process once they complete their participation in the research study. The mechanism for payment is completed through submission of a Purchase Requisition along with a completed Human Subjects Payment Form (HSP) Once completed, both documents are to be submitted to the Office of Grants Management for processing.

The Procurement Office website is located at the following link: http://www.stonybrook.edu/procurement/

To locate Procurement Forms, please use the following link: http://naples.cc.sunysb.edu/Admin/HRSForms.nsf/proc/

The Requisition Form is located at the following link: http://naples.cc.sunysb.edu/Admin/HRSForms.nsf/f232d3967f29b79d85256e160...

838378aceb8f9fa9852577d6004f20f7?OpenDocument 

b) The P.I. may also request a Cash Advance for a specific dollar amount to pay for study participants directly. This is accomplished by submitting a Purchase Requisition detailing the amount of funds requested along with a justification that approximates how many subjects are to be seen for which research project and what each subject will receive. When a cash advance is processed, an extra $1.00 is added to the P.O. (Purchase Order) This extra dollar will keep the P.O. open until the cash advance is reconciled. 

Cash advances are available to project directors under certain conditions to aid in the conduct of their grant activities. Advances can be used for field trip expenses, human subject payments and the purchase of materials and supplies. Funds can be advanced to cover anticipated needs for up to a 90 day period and must be reconciled (accounted for) with original receipts within that time frame. To be eligible for these funds PD's must take personal responsibility for their use in accordance with sponsor guidelines.

What are the compensation rates regarding Graduate Research Assistants?

Graduate Research Assistants are eligible for tuition remission. Policy may be found at this site.

Using your Funding

How do I log on to the E-RAS?

Find the log on link on the E-RAS home page. You must have a NetID.

I do not see my accounts after I log on.

You are not listed as the Account Director or an Account Assistant on the State, RF, SBF, or CPMP account. 

If you believe this is incorrect, please contact:

For State Accounts: Accounting Services at (631) 632-6040
For RF Project Accounts: Office of Grants Management at (631) 632-4886
For SBF Accounts: Stony Brook Foundation Business Office at (631) 632-6536 For CPMP Accounts: Lisa Layton at (631) 444-3593

Changes made by any of the offices above will be reflected in E-RAS on the following day.

Can I still submit a paper account correction form instead of using E-RAS?

It is strongly recommended that Account Directors use E-RAS instead of submitting paper account change forms. Effective October 1, 2009 paper forms will no longer be sent to Account Directors when a new RF account is created.

I have State, RF, SBF and CPMP accounts. Do I need to submit my SBID and signature to both Procurement and Grants Management?

No, since E-RAS is a university database only one form needs to be submitted to Procurement, Zip=6000. It will appear on all your accounts.

What is the definition of Account Director?

An Account Director has primary authority to commit and spend account funds. Only the Account Director can delegate authority to Account Assistants and Signatory Delegates.

What is the definition of Account Assistant?

An Account Assistant is an individual appointed by the Account Director. Once appointed has the authority to act on behalf of the Account Director to assign Signatory Delegates and additional Account Assistants. Account Assistants do not have the authority to commit or spend account funds unless they are also designated as a Signatory Delegate.

What is the definition of Signatory Delegate?

A Signatory Delegate is an individual appointed by the Account Director, or Account Assistant, and has the authority to commit or spend account funds on behalf of the Account Director. Signatory Delegates can be granted full or limited authority over account funds.

In E-RAS, the Signatory Delegate role will not grant access to see any account information. Only Account Directors and/or Account Assistants will be able to log-in to view account information.

For WolfMart access, Signatory Delegates must be specifically designated as authorized in order to approve WolfMart orders.

What is the definition of Report Recipient?

A Report Recipient is an individual designated by the Account Director or Account Assistant to have access to view monthly account expenditure summary reports.

Account Directors automatically have access to these reports.

What is the Level of Authority field?

Each Signatory Delegate has an accompanying Level of Authority field where Account Directors can specify the limitation of the delegate's access. If this field is left empty, full authority is assumed. Otherwise, authority will be limited to whatever you type in the Level of Authority field.

What does full authority allow my delegate to do?

Leaving the Level of Authority field that is next to the delegate's name empty or typing in the word 'Full' is equivalent to granting full authority to that delegate. Full authority authorizes your delegate to commit or spend account funds on (This is not an exhaustive list.):

  • Cash Payment Vouchers (CPV)
  • Personnel forms
  • Purchase Requisitions
I type in an SBID of a Delegate and it says it is invalid.

Please make sure that the SBID of the Delegate is correct and that the person is still active at Stony Brook. If the person is no longer active at SB, you must delete the Delegate by erasing the person's SBID.

Note: You cannot submit any account changes until all SBIDs are shown as valid.

If you are certain that an SBID entered is valid, but E-RAS is showing it as invalid, please contact the Documents section in the Procurement Office at (631) 632-0025 for assistance.

If I am the Account Director, do I still need to list myself as a Delegate?

No. Account Directors automatically have signatory authority.

My account shows that it has been suspended, how do I correct that?

Accounts are automatically suspended if they have not been confirmed for a year or longer. Look for the accounts that have been identified as suspended and confirm that the Delegate information is accurate by:

  1. Clicking on an account number.
  2. If you do not need to make any changes to your Delegates, click on the Save and Confirm button.
How do I add a WolfMart Requester?
  1. Click on an account number.
  2. Go to the 'Other Account Users' section.
  3. Click on the Add/Remove button.
  4. Fill-in the WolfMart Requester's SBID or NetID.
  5. Repeat for each of your WolfMart Requesters.
  6. Click on the Done button.
  7. Click on the Save and Confirm button at the top of the screen.
How do I change the Account Director or account description?

Account Directors and account descriptions can only be changed on request.

Please follow the procedures below to request these changes:

For State Accounts:

Please contact your VP Coordinator for changes to the Account Director and/or account description. The VP Coordinator will communicate the changes to the Accounting Office.

For Research Accounts:

As the E-RAS online system is only intended to Delegate authorized signatories, and not for the purpose of changing Account Directors or account descriptions, to initiate those changes please contact your Grant/Contract Administrator in the Office of Sponsored Programs at (631) 632-9949. To find your OSP Administrator click on this link.

For Stony Brook Foundation Accounts:

Please contact the Stony Brook Foundation Business Office for changes to the Account Director and/or account description.

View the forms to change Account Signatures and Account Assistants.

For CPMP Accounts

Please contact Lisa Layton for changes to the Account Director and/or account description.

How do I add an Account Assistant?
  1. Click on an account number.
  2. Go to the 'Other Account Users' section.
  3. Click on the Add/Remove button.
  4. Fill-in the Account Assistant SBID or NetID.
  5. Repeat for each of your Account Assistants.
  6. Click on the Done button.
  7. Click on the Save and Confirm button at the top of the screen.

Once the Account Director designates someone as an Account Assistant, that individual can add Signatory Delegates on behalf of the Account Director.

How do I acknowledge (confirm) that my Delegates are up to date?
  1. Click on an account number.
  2. If you do not need to make any changes to your Delegates, click on the Save and Confirm button.
How do I remove a Signatory Delegate?
  1. Click on the Add/Remove button.
  2. Click on the Remove button next to the Delegate you wish to remove.
  3. Click on the Done button.
  4. Click on the Save and Confirm button at the top of the screen.
How do I add a Signatory Delegate?
  1. Obtain the SBID's or NetID's of your Delegates.
  2. Log on to E-RAS.
  3. Click on the account number that you wish to add a Delegate to.
  4. Click on the Add/Remove button.
  5. Fill-in the Level of Authority if necessary.
  6. Repeat for each of your Delegates.
  7. Click on the Done button.
  8. Click on the Save and Confirm button at the top of the screen.
Who needs to have a NIH Commons Account?
As of 2014, all individuals working on a NIH grant will need a Commons ID. This includes both undergrad and grad students, post-docs and research assistance.
Do Account Assistants need to be listed as a Delegate to encumber account funds?

Yes. Account Assistants, unlike Account Directors, do not have automatic signatory authority unless they are listed as a Delegate.

Effort Certification and Reporting Technology (ECRT)

What is Effort Reporting?

Effort reporting is the method of certifying to the federal granting agencies that the effort required as a condition of the award has actually been completed. 

What is ECRT?

ECRT is The Research Foundation for SUNY’s online effort reporting tool that is used by Principal Investigator’s or their designees to facilitate effort certification.  ECRT training and resources are available on the effort reporting website.  

Why do I have to certify my effort?

Effort reporting is required by OMB Circular A-21 which requires certification of effort spend by all employees whose salaries are charged directly to federal and federal flow-through funds, as well as for reporting cost sharing associated with those awards.  

Who has to certify?

An effort report will be generated for any employee whose salary or any portion of salary is charged to a federally sponsored award, including federal flow-through funds, and for any employees with a cost sharing commitment associated with a federal or federal flow-through fund. If effort was committed on a sponsored project charged to a federal or federal flow-through fund, the report must be certified.

Am I required to certify for graduate students or other individuals paid from my grant(s)?

The Principal Investigator or a designee must effort certify for individuals with salary charges on their federal or federal flow-thru sponsored funded grants. 

What happens if I don't complete the certification?

All Principal Investigators are required to certify the effort on their sponsored project for all individuals whose salaries are charged directly to their federal and federal flow-through award or for effort identified as cost share.   If you do not certify your effort statement, you will not be in compliance with OMB Circular A-21. The university is then at risk of losing existing and future funding from sponsoring agencies

How often must I certify my effort?

You are required to certify effort three times per year during your active project.  At the end of the spring, summer and fall semesters.    

How will I know when I have to certify my effort?

You will be notified via email when the certification period begins and the date by which the certification must be completed.  

How do I access the ECRT system?

ECRT is accessible at the following link:  www.rfsuny.org/ecrt  

Which browser does ECRT support?

Recommended browsers are listed below in the order of best user experience:

  • Latest version of Firefox
  • Latest version of Google Chrome
  • Latest version of Safari for Mac computers
  • Internet Explorer 9

NOTE:  If using Internet Explorer, it is best to run it in Compatibility view.

What is my username and password?

Your username and password are the same as your Stony Brook University Single Sign-On NetID and password. 

If you do not know your NetID or password or need to reset it, please click on this link

What if I don't agree with what my effort statement says?

If you have any question regarding the information on your effort statement, please contact the ECRT team at effort reporting@stonybrook.edu or call 632-6038.

My total effort does not equal 100 percent. What should I do?

An effort statement may display a total effort percentage in the range of 98.00 – 102.00 percent due to the manner in which ECRT handles rounding. This is acceptable and compliant as this is a tolerable range.  If a statement indicates a total percentage outside of that range, please contact the ECRT team at effortreporting @stonybrook.edu

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