Research OSPA:Bridge Funding Process

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Effective Date

September 1, 2013

Statement of the Issue

Procedures to follow when incremental funding from a sponsor for an active project is delayed.

Applicable Policy/Regulation

If incremental funding on an active project is delayed from a sponsor, the Principal Investigator (PI) may request bridge funding to continue work on the project while the incremental award is being processed or negotiated. (See Uniform Guidance 2 CFR 200.209 and 200.458.) Bridge funding can only be requested if UTD receives written confirmation from the sponsor that the next increment of funds is forthcoming.

Process

A. If there is a delay in the receipt of the next increment of funds on an active project, the Office of Sponsored Projects (OSP) can request bridge funding – funds covered by the Dean for a predetermined amount of time - until the actual funding is received from sponsor.

B. To process a bridge funding request, the Grants Specialist must have written confirmation from the sponsor that additional funds are forthcoming. Such confirmation must include the anticipated funding level and verification of project dates.

C. The PI will need to determine the amount of time needed – not to exceed 90 days - and provide a budget for this time period. The budget must align with the original submitted and approved sponsor budget and should be pro-rated based on the length of the next increment of funding. For example, 90 days of bridge funding should roughly equal 25% of the funds awarded over a 12- month project period. If applicable, the following documents will also need to be provided by the PI to the Grants Specialist: verification of Institutional Animal Care & Use Committee (IACUC) approval of the project’s proposed use of live vertebrate animals; certification of Institutional Review Board (IRB) approval of the project’s proposed use of human subjects.

D. Once the Grants Specialist receives the budget, time frame, and all applicable certifications, a bridge fund request letter will be prepared and sent to the respective Dean of the PI’s school for approval. Included with the letter is written confirmation from the sponsor that funding is delayed, but forthcoming. The template of the letter can be found at the end of this process and at G:\Sponsored Projects\TEMPLATES\Forms\Bridge Funding Template.

E. Once signed by the Dean, the Grants Specialist will upload a copy of the letter and budget breakdown in the "Award Profile Attachments" section in Peoplesoft. The Grants Specialist will then send the letter and budget breakdown to the Office of Post Award Management (OPM) and copy the OSP Business Process Analyst, who will notify the PI, his/her Administrative Assistant, and the School Fiscal Officer (SFO) once OPM has completed the PeopleSoft entry of the bridge funding portion of the next increment of funding.

Restrictions

A bridge funding request cannot be approved in the following circumstances:

A. Bridge funding is not allowed unless specifically approved by your award agreement.

B. Bridge funding is not allowed on contracts.

C. The effective start date of the project is tied to the date of final signature on the award agreement. In such cases, spending cannot begin until the award or contract is fully signed.

D. The University informed the sponsor at the time of proposal submission that the University reserved the right to negotiate the terms and conditions of any award that might result.

E. There is indication (based on prior experience with the funding agency or information contained in the proposal guidelines), that award terms and conditions will conflict with University policy and a protracted negotiation period is likely.

Definitions

A. //Bridge Funding// - Funds covered by the Dean for a predetermined amount of time on an active project until the actual funding is received by UTD from a sponsor.

B. //Institutional Animal Care & Use Committee (IACUC)// - The PHS Policy on Humane Care and Use of Laboratory Animals incorporates the U.S. Government Principles for the Utilization and Care of Vertebrate Animals used in Testing, Research, and Training, and requires the grantee to maintain an animal care and use program based on the Guide for the Care and Use of Laboratory Animals. An Institutional Animal Care and Use Committee (IACUC) appointed by the Chief Executive Officer or designee, is federally mandated to oversee the institution's animal program, facilities, and procedures (Public Law 99-158, Sec. 495). IACUC review and approval is required for all PHS supported activities involving live vertebrate animals prior to funding.

C. //Institutional Review Board (IRB)// - An administrative body established to protect the rights and welfare of human research subjects recruited to participate in research activities conducted under the auspices of the organization with which it is affiliated. The Institutional Review Board has the authority to approve, require modifications in, or disapprove all research activities that fall within its jurisdiction.

D. //Uniform Guidance// - In effect December 26, 2014 and published by the federal Office of Management and Budget (OMB), this guidance supersedes and streamlines requirements from OMB Circulars A-21, A-87, A-110, and A-122; Circulars A-89, A-102, and A-133; and the guidance in Circular A-50 on Single Audit Act follow-up. This guidance provides a governmentwide framework for grants management which will be complemented by additional efforts to strengthen program outcomes through innovative and effective use of grant-making models, performance metrics, and evaluation. http://www.whitehouse.gov/omb/grants_docs

Template

March 22, 2016

MEMORANDUM

TO: [Name of PI’s Dean] Dean, [PI’s School] FROM: [OSP Specialist] SUBJECT: Bridge funding for Dr. [PI name] Project: [title of project]

Dr. [PI Name] is the Principal Investigator of a continuing subaward project with [Name of Sponsor]. The next budget period is set to begin [state date], however, funding from [Name of Sponsor] is not expected to be released until [release date]. Due to the expected delay, Dr. [PI Name] is respectfully requesting bridge funding in the amount of $[bridge amount]. The total amount of year [x] funding is anticipated to be $[next increment funding total]. By signing this request, [PI’s School] will cover all expenditures incurred from [Bridge funding period], in the event [the Sponsor] fails to provide funding. If the above meets with your approval, please sign below and return original via email.


     Approval_________________________________________________________________               [PI’s Dean]					      Date