After the Award Establishment and Maintenance Unit within the Office for Sponsored Programs (OSP) has set up a PTA---project, task and award number---in the RF’s Oracle system for your sponsored project, you will work with the Research Foundation Human Resources (RFHR), the Office of Sponsored Funds Financial Management (SFFM), and Institutional Services, in order to successfully undertake your project. Research Foundation Human Resources will assist with the posting and hiring of Research Foundation staff positions needed to perform your project. The Office of Sponsored Funds Financial Management (SFFM) will process expenditures for non-procurable items, such as travel expenses, related to your project. Within Institutional Services, Purchasing and Contracts will process purchase requisitions submitted for procurable items, such as supplies and equipment.
If your approved project includes a subcontract to another institution, your Research Administrator within OSP will have the subcontract document drafted for your review and approval and negotiate the terms of the agreement with the subcontractor. Once the subcontract has been finalized, OSP will share the document with SFFM. SFFM will review and approve payment requests from the subcontractor. The payments will be processed using the Oracle system.
If it is necessary to request revisions to the project, such as budget modifications, no cost extensions, revisions to the Statement of Work, these changes will be handled by your Research Administrator within OSP. Note: if these revisions involve use of human participants, animals, recombinant DNA, or radioactive materials, approval must also be sought from the applicable University compliance oversight committee. Investigators must ensure that the research described in the approved grant/contract is consistent with any corresponding protocol(s) reviewed and approved by the Committees. If there are material discrepancies, OSP cannot accept the award until those discrepancies have been resolved as appropriate to the research project. The Office of Regulatory Research Compliance of the Office of Environmental Health and Safety will work with the Investigator to facilitate and expedite the process so that the funding opportunity is not jeopardized. However, significant discrepancies between the two can lead to delays.
Your Research Administrator is the authorized representative and signatory for such transactions. If you are unsure whether or not you need to request approval from the sponsor in order to proceed with a specific purchase or transaction, please consult with your Research Administrator. He or she is the appropriate liaison with the sponsor’s grant specialist or contract’s officer.
Sponsored Funds Financial Management (Information Below)
(http://www.albany.edu/sffm) (Web Site)
Research Foundation Human Resources (Information Below)
(http://hr.albany.edu/content/sponsor.asp) (Web Site)
Institutional Services /Office of Purchasing and Contracts (Information Below)
(http://www.albany.edu/purchasing/) (Web Site)
Office of Regulatory Research Compliance (Information Below)
(http://www.albany.edu/orrc) (Web Site)
Office of Environmental Health & Safety (Information Below)
(http://www.albany.edu/ehs/index.shtml) (Web Site)
Post-Award Management Quick Reference Guide (PDF)
Contact List for Using Your RF Accounts (PDF)
Sponsored Funds Financial Management
Paula Kaloyeros, Director
Financial Billing and Reporting
Management Services Center , Room 203
Hours: M-F 8:00 a.m.-5:00 p.m.
Phone: 442-3196 - Fax: 442-5208
Labor Distribution and Effort Reporting Management Services Center , Room 309
Hours: M-F 8:30 a.m. – 4:30 p.m.
Phone: 437-3890 – Fax: 437-3894
Sponsored Funds Financial Management provides post-award administration for grants and contracts received by the Research Foundation at the University at Albany campus. We strive to provide quality service to our Project Directors and Project Staff while ensuring compliance with all applicable federal, state, local, and Research Foundation policies. A summary of the main duties provided by the Sponsored Funds Financial Management follows:
- Review of grant expenditures for non-procurable goods and services to ensure
compliance with Research Foundation and sponsor requirements as well as applicable federal regulations such as OMB Circulars A-21 and A-110.
- Encumbrance of and payment for non-procurable goods and services, such as:
Independent Contractor Services
- Financial reporting and billing to sponsors in accordance with sponsor requirements, and collection of those receivables.
- Deposit of funds to Research Foundation multiple sponsor accounts.
- Distribution of labor charges for all sponsored funds employees, release time appointments and labor cost sharing.
- Production and certification of effort reports.
- Security assistance with accessing the Research Foundation Business Systems.
Additionally, the Sponsored Funds Financial Management staff are available to assist you in determining both the level and appropriateness of expenditures posted to your grant. Please contact us with any questions regarding grant expenditures or financial reporting to grant sponsors.
Research Foundation Human Resources
Tracey Williams, Director
Management Services Center , Room 326
Hours: M-F 8:00 a.m.-5:00 p.m.
Phone: 437-4500 - Fax: 437-4504
Website : http://hr.albany.edu/content/sponsor.asp
The role of the Office of Research Foundation Human Resources is to support research missions of the University by providing quality customer services and support. Working closely with project directors and research administrators, the staff is committed to delivering programs and services to support prospective, current, and retired employees. The office is divided into the following sections: recruitment and selection; classification and compensation; payroll; new employee orientation and benefits; time, attendance and leave accruals; employee relations, training, and workplace complaints; and, immigration and visa services.
The Research Foundation is an employer separate and distinct from SUNY and the State of New York , thereby offering separate and distinct compensation and benefits. Please contact the office with any questions pertaining to Research Foundation policies and procedures.
DawnMarie Helin, Ken Jones and Joe Schell
Office of Purchasing and Contracts
Management Services Center , Room 302
Hours: M-F 8:30 a.m.-5:00 p.m.
Phone: 437-4579– Fax: 437-4571
Institutional Services provides a variety of individualized attention to departmental end-users needs. Under the general direction of the Director, Edward Kane, Institutional Services is comprised of six operational units with a team of 45 knowledgeable members. The staff works closely with departmental managers and administrative staff to provide efficient, professional support and advice to the students, faculty and staff of the University community. The heart of Institutional Services is made up of the following six units:
Purchasing and Contracts:
The Purchasing Office provides efficient, professional, non-intrusive support to the University community in meeting their procurement and contractual needs while serving as a diligent custodian of state and sponsored funds by ensuring that all appropriate regulatory and oversight conditions are met in the utilization of these funds.
This office procures all commodities, technical and support services for both the state-funded and Research Foundation-funded activities on campus. The office is located in the Management Services Center , Room 302. Office hours are 8:30AM to 5:00PM daily during the academic year and 8:00AM to 4:00PM during the summer.
The Office of Equipment Management maintains accountability for all equipment purchased from Research Foundation, State, Albany Foundation and Auxiliary Service funds. The staff are responsible for an annual physical inventory of all accountable assets, recording physical information into the Property Control database, authorizing final disposition of assets and tagging newly acquired property. The office utilizes bar-coded labels and laser reader technology to record and track equipment.
The Mail Services Department is located in the basement of the Business Administration Building, room B4. Service hours are 8:30 AM - 5:00 PM during the academic year and 8:00 AM - 4:00 PM during the summer.
Mail Services receives mail each weekday morning from the U.S. Postal Service and delivers it to students, faculty and staff on the uptown, downtown and East Campuses, as well as to residential quads. Mail Services provides express and ground shipment package handling and distribution to students through the package center in the mail facility.
Rapid Copy Center:
The Rapid Copy Center supports the educational, research and community services mission of the University by providing competitively priced, high quality copying and ancillary services to academic departments, administrative offices and students. The center utilizes state of the art equipment to accommodate the full-scale copying needs of the University.
In addition, the Rapid Copy Center maintains an Office Stores operation that can supply pre-printed envelopes and standard forms, exam booklets, name badges, etc. These items are purchased in bulk and stored for the purpose of providing the product immediately, at substantially reduced prices.
Additional information can be obtained from the Institutional Services website, http://www.albany.edu/institutionalservices/
Office of Regulatory Research Compliance
Adrienne Bonilla, Assistant Vice President & Director
Lecture Center, Sub-Basement 28
Hours: M-F 8:00 a.m. – 4:30 p.m.
The Office of Regulatory Research Compliance (ORRC) at the University at Albany promotes ethical and responsible conduct of research through serving as a resource for researchers. The office provides policies, procedures, support, training and advice to aid researchers with compliance related to federal, state, university, and local regulations with regard to research.
The office also identifies compliance risks and communicates those risks to the research community. Finally, the office monitors and investigates instances of noncompliance to protect the university research reputation. The ORRC offers the University community a variety of services:
Research Compliance Board Administration
ORRC staff assists University researchers with their IRB and/or IACUC protocol submissions and facilitate the review process. Staff is available to advise during protocol development and to help investigators with resolving board/committee review items.
Training and Presentations
ORRC staff is available to offer presentations to units, programs and Schools on the regulatory research compliance topics. Sessions can be custom tailored by discipline, level (e.g. graduate students, department faculty, etc.)
The ORRC responds to individual questions and concerns about compliance issues. If you have questions regarding research compliance, ethics, or best business practices, please contact the ORRC.
The University Research Compliance Committees have statutory responsibility for post approval review and oversight of approved research, teaching, or testing activities.
Additional information can be obtained from the Office of Regulatory Research Compliance website, http://www.albany.edu/orrc
Office of Environmental Health & Safety
Lisa-Anne Donohue, Director
The University at Albany Office of Environmental Health and Safety is a service organization dedicated to providing the expertise, advice, guidelines and current standards of professional practice, to ensure the safety and well-being of our students, faculty, staff and visitors. Our goal is to prevent injury, illness, and environmental damage through the recognition, evaluation, and control of potential hazards arising from University activities, and to comply with federal, state and local safety and environmental regulations.
- Fire & Life Safety
- Code Administration
- Laboratory Safety Chemical/Biological/Radiation & Laser
- Occupational Health & Safety
- Hazardous & Universal Waste
- Storm water Pollution Prevention
- Training & Presentations
Additional information can be obtained from the Office of Environmental Health & Safety website, http://www.albany.edu/ehs/index.shtml.