This sheet contains a microcosm of the possible questions and/or situations that may be encountered by researchers and administrators working on proposals. Please contact our office if you have any further questions. Do all grant applications and proposals have to go through the approval process?
University policy requires that all grant applications and proposals must go through the usual approval process before it is submitted to a potential sponsor or funding agency. This is true whether the application or proposal for a grant is submitted to a private funding sponsor, such as a foundation or corporation, a public sponsor, such as a Federal or State agency, or to any other organization, such as a professional association or society. This is also true whether the application or proposal is a new project, a continuation, a renewal, or a supplement. The only exceptions are gifts and most fellowship applications. What is the approval procedure for proposals?
In order to process an external proposal through the University, you need to obtain the approval signatures of the appropriate administrative offices e.g., department chair and dean on the Approval Form that accompanies the formal proposal through the internal review process. This sheet specifies the level of institutional commitment to the proposed activity and provides evidence of departmental and dean's support. After departmental and collegiate approvals are obtained the application is sent to OGRS for final review and sign-off.
If a proposal budget contains cost sharing or matching funds, you must complete the Cost Sharing page of the Approval Form prior to obtaining your chair's and dean's signatures. When you are ready to submit your proposal to the funding agency, you will need to do the following:
Obtain and complete the Approval Form from the Office of Grants & Research Services. Download form here.
Obtain your Dean's and Department Chairperson's signature.
Submit the proposal and Approval Form to the Office of Grants & Research Services at least three days prior to the application deadline.
Note: The same procedure applies to proposals submitted electronically. Who is the SHU official authorized to sign proposals for the University?
Electronic proposals must be reviewed and approved prior to submission to the funding agency.
The Director of the Office of Grants & Research Services is authorized to sign proposals for the Provost and Executive Vice President for Academic Affairs. The Director's name and title should be entered on all proposal cover sheets and proposal certification forms as the Authorized Institutional Official:
Gregory Burton What is the Official mailing address to be shown on proposals for Seton Hall University?
Associate Provost and Dean of Research and Graduate Studies
Seton Hall University
400 South Orange Avenue
South Orange, NJ 07079
Seton Hall University Frequently Requested Information: Seton Hall University
Office of Grants & Research Services
400 South Orange Avenue
South Orange, NJ 07079
Ph. (973) 275-2974
Fax. (973) 275-2978
Seton Hall University is a private non-profit educational institution.
The University is tax exempt under Section 501 (c) (3) of the Internal Revenue Code
- Entity Identification Number (EIN):
- Dun and Bradstreet Number
- Animal Welfare Assurance Number:
- Human Subjects Assurance Number:
- Misconduct in Science Filed:
January 8, 2007
- Congressional District (Newark):
- State Legislative District
SO Village 27th
How does the University define a gift, and how do fellowships differ from grants?
- Date of the most recent DHHS Facilities and Administration (F&A or Indirect Cost) Agreement
Gifts to the University of an unrestricted nature, or those restricted to general or generic program use, which do not include any quid pro quo conditions, are not subject to the endorsement process. A gift is defined as an asset conveyed to the University for which there is no consideration or obligation of performance, and for which the donor has no means of enforcement beyond revocation of the gift in the event that the University fails to honor the covenants under which the asset was bestowed. What is the Cognizant Audit Agency?
Fellowships are awards made to individual applicants from sponsors like the Rockefeller Foundation, the American Council of Learned Societies, and the Social Sciences Research Council. The applicant therefore is an individual and not Seton Hall University. Fellowship applications do not normally go through the approval process; however, in a few cases sponsors choose to award fellowship funds to the University on behalf of a faculty member. In these cases, the University is the applicant and the application must go through the approval process.
Our cognizant agency is the federal agency with which we negotiate our F&A or indirect costs and fringe benefit rate agreements.
US Department of Health & Human Services What is cost sharing or matching?
The Federal Government defines cost sharing as "that portion of the project or program costs not borne by the Federal Government." In other words, cost sharing on a proposal is the amount of cash, in-kind support (e.g. department paid salaries), or any other support the University promises to commit to the proposed project. Cost sharing may also include third party support on a budget (e.g. funding from another external grant).
There are several agencies that require cost sharing commitments on grants and it is important to show cost sharing in these instances. It is important to be as accurate as possible on all cost sharing commitments. When a grant is awarded with a cost shared budget, the cost sharing becomes a condition of the grant and the University is held accountable for the management and tracking of the cost sharing portion of the project. Therefore, we recommend including cost sharing in a proposal only when the funding agency requires cost sharing.
*Note - If your budget includes cost sharing, you must complete and submit the cost sharing form page 3 of the Approval Form to the Office of Grants & Research Services. Please also note that course release (workload buyout) and student tuition are also examples of cost sharing that require authorization. Please call extension 2974 with any questions concerning cost sharing. How should I proceed if an agency does not allow F&A costs charged in a proposal budget?
Seton Hall University has a federally negotiated F&A cost agreement with the U.S. Department of Health and Human Services. Therefore, Federal agencies honor our F&A cost rate charges on grants and proposals. This is a common practice for most universities that receive Federal grant funding. Most New Jersey agencies do not pay F&A costs. You should check with the agency to confirm its F&A policy.
Often, certain private foundations or companies will not allow F&A costs on a proposal or award. In this case, the Principal Investigator will need to obtain either a copy of the guidelines noting the exclusion of F&A costs or a statement from the funding agency.
When a sponsor will only allow a reduced F&A costs rate (e.g. 8%), that rate should be charged against the TDC or Total Direct Costs. The TDC will include all costs in the budget, with no exclusions. For example, if the direct costs are $100,000 and the sponsor allows 8% of F&A costs rate, the F&A costs are $8,000 ($100,000 x 8%), and the total request cost (direct and F&A costs) is $108,000 ($100,000 + $8,000). How should I proceed if another organization (university or other) wants to include me (an SHU Faculty Member) as a Co-Principal Investigator on a grant?
When researchers from Seton Hall University are featured as Co-Principal Investigators on another institution's proposal, the primary organization or institution submitting the proposal to the agency, usually issues a subcontract to Seton Hall when the grant is awarded. Therefore it is necessary to have documentation on file in the Office of Grants & Research Services in the event of an award. In preparation for such an event, the Seton Hall researcher will need to submit a statement of work, a budget and a signed Approval Form to the Office of Grants & Research Services. This must be accomplished before the final proposal documents are sent to the submitting institution.
How should I proceed if I need to issue a subcontract from my grant award to another institution?
When you are ready for Seton Hall University to issue a subcontract from your grant to another agency you will need to use the following guidelines:
When a subcontract is issued from a grant awarded to Seton Hall, the Principal Investigator should initiate the subcontracting process by contacting the Office of Grants & Research Services. The following documentation is required before a subcontract can be issued to the subcontractee (e.g. a university or agency):
A subcontractor letter of commitment (from the subcontractee or agency)
Subcontractor Statement of Work (from the subcontractee)
Subcontractor Budget (approved and signed by the subcontractee's organization)
Subcontractor Period of Performance
Subcontractor Project Director and Address
Please contact the Office of Grants & Research Services at extension 2974 if you need additional information.
How do I calculate F&A or Facilities and Administrative (Indirect) Costs?
When creating a proposal budget, F&A costs are calculated as a percentage of the salaries and wages included in the personnel costs on the budget. Effective July 1, 2011 through June 30, 2014, the indirect cost rate is 57.5% of all salaries and wages for on campus projects and 27.0% of all salaries and wages for off-campus projects.
What are the current fringe benefits?
The FY 2012 rate will be effective July 1, 2011 and is applicable to all projects.
Fringe Benefit Rate Table
|Account ||Description ||FY 2012 Rate |
|6111 ||Faculty Salaries - Full Time |
|6112 ||Faculty Salaries - Full Time - Law School |
|6121 ||Faculty Summer Salaries - Full Time |
|6122 ||Faculty Salary Overload |
|6124 ||Faculty Stipends |
|6141 ||Adjunct Faculty Salaries |
|6142 ||Adjunct Faculty Summer Part Time |
|6152 ||Faculty Salaries - Part Time - Without Benefits |
|6153 ||Faculty Salaries - Part Time - With Benefits |
|6211 ||Administrative Salaries - Full Time |
|6212 ||Administrative Salaries - Part Time - Without Benefits |
|6212 ||Administrative Salaries - Part Time - With Benefits |
|6213 ||Part-time Athletic Coaches Without Benefits Only |
|6214 ||Administrative Supplemental |
|6215 ||Automobile Allowance ||9.0% |
|6231 ||Coaching Salaries - Full Time |
|6232 ||Coaching Salaries - Part Time - Without Benefits |
|6233 ||Coaching Salaries - Part Time - With Benefits |
|6234 ||Coaching - Bonuses |
|6255 ||Temporary Administrators - Full Time & Part Time |
|6311 ||Staff Salaries - Full Time |
|6312 ||Staff Salaries - Part Time - Without Benefits |
|6313 ||Staff Salaries - Part Time - With Benefits |
|6314 ||Staff Overtime |
|6315 ||Temporary Staff - Full Time & Part Time |
|6318 ||Staff Supplemental |
|6361 ||Maintenance Salaries - Full Time |
|6362 ||Maintenance Salaries - Part Time - Without Benefits |
|6363 ||Maintenance Salaries - Part Time - With Benefits |
|6364 ||Maintenance Overtime |
|6365 ||Temporary Maintenance - Full Time & Part Time |
|6511 ||Student Salaries - Undergraduate - University-Funded |
|6512 ||Student Salaries - Undergraduate - Federal Work Study |
|6513 ||Undergraduate Stipend |
|6514 ||Undergraduate Summer Stipend |
|6531 ||Graduate Assistant Stipends |
|6533 ||Graduate Summer Stipend |
|6541 ||Postdoctoral Fellows |
|6721 ||Faculty Severance Payments |
|6722 ||Administrative Severance Payments |
|6723 ||Staff Severance Payments |
|6731 ||Salary Reimbursement Receipts |
What happens when a proposal is awarded?
All award documentation is recorded by the Office of Grants & Research Services and forwarded for account creation and maintenance. Most award documents will be forwarded to the Grants Accounting Office. However,some researchers may personally receive the documentation therefore it is important that all grant documentation (award letter, checks or other correspondence) are submitted to the Office of Grants & Research Services for review and processing. When all documentation for an award is received, it will be shared with the Grants Accounting Office, which will then set up a grant account for the Principal Investigator.