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Research@UIC >
Grant & Contract Proposals > Glossary: Terms
 Glossary: Terms
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- Anticipation Account
- An account established to cover necessary expenditures
prior to the grant/contract start date.
- Allocable
- A cost that can be incurred for a specific project in accordance with
the relative benefits received and treated consistently with other
costs incurred for a similar purpose.
- Allowable
- A cost that can be charged to a specific project that is in accordance
with the sponsor's guidelines.
- Banner
- The University of Illinois online financial system
- Bilateral Agreement
- An award that requires a signature of acceptance.
- Budget Period
- The funding period of an award. One project period can have multiple budget
periods within one project period, i.e. NIH.
- Carry Forward
- The ability to use grant funds from one budget period to the next.
- Catalog of Federal Domestic Assistance (CFDA)
- This number is a federal government-wide compendium of financial and non-financial
programs.
- Competing Proposal
- Proposal for funding that is not guaranteed.
- Conflict of Commitment
- Exists when the external activities of an academic staff member are so
substantial or demanding of the staff member's time and attention as
to interfere with the individual responsibilities to the unit to which
the individual
is assigned, to students, or to the university.
- Conflict of Interest
- Arises when an academic staff member is in a position to influence either
directly or indirectly university business, research, or other decisions
in ways that could lead to gain for the academic staff member, the
staff member's family, or others to the detriment of the University's
integrity and its missions of teaching, research, and public service.
- Continuation Application
- A proposal for a multi-year project that requires a new budget, progress
report, or other documentation in order to receive funding in each
consecutive year of the project.
- Contract
- A written agreement between the university and another entity/sponsor,
often negotiated, to provide an economic benefit for compensation paid.
- Cooperative Agreement
- An agreement with substantial involvement between the sponsor and the university
when carrying out the activity.
- Cost Accounting Period
- The university's fiscal year-July 1 through June 30.
- Direct Costs
- An expense that can be identified specifically with a particular project
or activity and be directly assigned to an activity with relative ease and
a high degree of accuracy.
- Electronic Research Administration (ERA)
- The submission of proposals and/or other administrative activities through
electronic means such as the Internet or e-mail.
- Effort
- The percentage of time, whether paid or unpaid, that an individual puts
forth towards a specific project funded by an external sponsor.
- Equipment
- At UIC, a unit of equipment with an acquisition cost of $500 or more, including
components for fabrication of equipment costing $500 or more, or lease
purchase agreements for equipment costing $500 or more.
- Expanded Authorities
- The ability of federal agencies, per 45 CFR Part 74 to give greater autonomy
to grantees to provide internal approvals on a variety of grant related
activities. Most commonly such activities include (but are not limited
to), the implementation
of an automatic one year no cost extension, carry forward of funds,
and rebudgeting flexibility.
- Facilities & Administration Costs (F & A)
- Per OMB A-21, F & A (also referred to as Indirect Costs/IDC) costs
are
"costs incurred for common or joint objectives and, therefore, cannot
be identified readily and specifically with a particular sponsored
project, and instructional activity, or any other institutional activity."
Examples
include administrative salaries, lighting, and heat.
- Federal Acquisition Regulations (FAR)
- Primary regulations used by federal sponsors to govern contracts for supplies
and services, including research services. FAR incorporates OMB Circular
A-21 for the purpose of defining allowable costs. FAR is not applied
to grants and cooperative agreements that are governed by OMB Circular
A-110, agency
grant regulations, or FDP terms and conditions. Federal contracts typically
incorporate all of the FAR clauses applicable to a given project.
- Federal Demonstration Partnership (FDP)
- A cooperative initiative between a group of federal agencies, organizations
receiving federal research funding and some professional organizations
to simplify and standardize federal terms and conditions in an effort
to reduce
administrative costs and increase research productivity.
- Fiscal Year (FY)
- At UIC, the fiscal year begins on July 1 and ends June 30 of the following
year.
- Gift
- Contributions made to the university for which the provider receives no
direct benefit and requires nothing in exchange beyond a general assurance
that the intent of the contribution will be honored.
- Grant
- A defined activity undertaken by the university with support provided by
an external entity, which expects an outcome that either directly benefits
the provider or a public purpose. At a minimum, the provider requires
the university to report on how the funds were spent and/or what progress
has
been made in accomplishing the goals of the activity.
- Indirect Cost (F&A) Rate Agreement
- Negotiated between an institution and a cognizant agency, to determine
the F&A rates to be applied to grants, contracts and/or other agreements
issued or awarded by all federal agencies. At UIC, the cognizant agency
is the Office of Naval Research.
- Intellectual Property (IP)
- Used broadly, this term include inventions, discoveries, know-how, show-how,
processes, unique materials, copyrightable works, original data and
other creative or artistic works that have value.
- Indirect Costs (IDC)
- Per OMB A-21, indirect costs (also referred to as Facilities & Administrative
costs) are "costs incurred for common or joint objectives and, therefore,
cannot be identified readily and specifically with a particular sponsored
project, and instructional activity, or any other institutional activity."
Examples include, administrative salaries, lighting, and heat.
- Just in Time (JIT)
- An agency request for specific information once it has been determined
that that project will likely be funded (i.e. submission of other support
and proof of human subjects training for NIH).
- Key Personnel
- Individuals, including the PI, who contribute substantially to the development
and outcome of the scope of work. Such individuals may or may not receive
compensation from the project.
- Matching
- Project costs not born by the sponsor and incurred during the project period
of performance. Matching is synonymous with "cost sharing."
- Material Transfer Agreement (MTA)
- The transfer of scientific material from one party to another, usually
at no cost or a small fee.
- Modified Total Direct Costs (MTDC)
- When determining the indirect cost (F&A) calculation, total direct costs
excluding equipment (defined as having a useful life of over one year,
and an acquisition of $500 or more per unit), capital expenditures, charges
for
patient care and tuition remission, rental costs scholarships and fellowships,
as well as the portion of each subgrant and subcontract in excess of
$25,000.
- Modular Grant
- Per NIH, a type of application in which support is requested in specific
increments without the need for detailed supporting information related
to separate budget categories. When modular procedures apply, they affect
not
only application preparation, but also review, award, and administration
of the application/award.
- Non-Competing Continuation
- A proposal for a multi-year project that requires a new budget, progress
report, or other documentation in order to receive funding in each
consecutive year of a project.
- Notice of Award (NOA)
- Official document received from the funding agency highlighting the awards
terms & conditions and award amount.
- Office of Management and Budget (OMB) A-21, Cost Principles for Educational
Institutions
- Applies to grants, contracts, and other agreements with educational institutions
and provides principles for determining costs applicable to federal
sponsored agreements. (Note that A-21 applies to contracts and to sub-recipients
performing
work under federal awards.)
- Office of Management and Budget (OMB) A-110, Uniform Administrative Requirements
for Grants and Agreements with Institutions of Higher Education, Hospitals
and Other Non-Profit Organizations
- Applies to grants and cooperative agreements and provides guidance in
such areas as property standards, procurement standards, reports and
records. (Note that federal contracts are subject to Federal Acquisition
Regulations
rather than A-110.) Individual agencies implement this Circular in
the Code of Federal Relations, which is typically the same as their
grant regulation
documents.
- Office of Management and Budget (OMB) A-133, Audits of States, Local Governments
and Non-Profit Organizations
- Provides uniform requirements for audits of Federal awards. The University
of Illinois is audited annually to ensure compliance with laws and
regulations and maintenance of adequate internal controls.
- Other Support
- As defined by NIH, other support includes all financial resources available
in direct support of an individual's research endeavors including but
not limited to research grants, cooperative agreements, contracts,
and/or institutional
awards.
- Patent
- A property right granted by the US Government to an inventor "to exclude
others from making, using, offering for sale, or selling the invention
throughout the United States or importing the invention into the United States"
for
a limited time in exchange for public disclosure of the invention when
the patent is granted.
- PreAward
- Costs incurred, at the recipient's risk, prior to the award start date.
For federal projects, pre-award costs can generally be incurred up
to 90 days prior to the project start date.
- Principal Investigator (PI)
- An individual responsible for the performance and administration of an
award or contract.
- Program Income
- Revenue generated as a direct result from the issuance of a grant or contract.
- Project Period
- The total time for which the project has been programmatically approved.
A project period can have multiple budget periods.
- Proposal
- An application requesting monetary support from either an internal or
external organization, generally including, at minimum a budget and
work scope.
- Proposal Approval Form (PAF)
- An internal routing document UIC uses to facilitate the approval of a proposal
by the principal investigator, co-investigators, department heads and
deans.
- Post-Award
- Activities taking place after an award has been made or contract executed.
- Reasonable Cost
- A cost is reasonable if, in its nature or amount, it does not exceed that
which would be incurred by a prudent person under the circumstances
prevailing at the time the decision was made to incur the costs.
- Stipend
- Financial support for a student.
- Subcontract
- The issuance of an agreement to another organization to carry out a portion
of the award or contract's specific scope of work.
- Supplement
- Additional funds received on an awarded grant to be used for a specific
purpose.
- Total Direct Costs (TDC)
- Applying an F&A rate to the full direct costs of a project with no exclusions.
- Unilateral Agreement
- An agreement that is only signed by the sponsor.
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