Award Acceptance & Set-up

After the Award Establishment and Maintenance Unit within Sponsored Programs Administration (SPA) 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), Office of Regulatory and Research Compliance (ORRC), 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. SPA will process expenditures for non-procurable items, such as travel expenses, related to your project.

If your approved project includes a subcontract to another institution, your Research Administrator within SPA will have the subcontract document drafted for your review and approval and negotiate the terms of the agreement with the subcontractor. SPA 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 SPA. 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, ORRC cannot accept the award until those discrepancies have been resolved as appropriate to the research project. ORRC and 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.


Research Foundation Human Resources (Information Below)
(https://www.albany.edu/rfhr/index.php
) (Web Site)

Office of Regulatory and Research Compliance (Information Below)
(
https://www.albany.edu/orrc) (Web Site)

Office of Environmental Health & Safety (Information Below)
(
https://www.albany.edu/ehs/index.shtml) (Web Site)

Post-Award Management Quick Reference Guide (PDF)


Sponsored Programs Administration (SPA)
Paula Kaloyeros, Director

Research & Grants Administration
Financial Billing and Reporting
Management Services Center , Room 100A
Hours: M-F 8:00 a.m.-4:30 p.m.
Phone: 442-3196 - Fax: 442-5208
Labor Distribution and Effort Reporting Management Services Center , Room 100A
Hours: M-F 8:30 a.m. – 4:30 p.m.
Phone: 437-3890 – Fax: 437-3894
Website: https://www.albany.edu/spa  

SPA provides pre & 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 SPA follows:

  • Assistance with Budget Development and Review
  • Gaining institutional review and approval of proposals prior to sponsor submission
  • 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:
    Travel
    Independent Contractor Services
    Participant Stipends
    Sub-awards
  • 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, SPA 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 100C
Hours: M-F 8:00 a.m.-5:00 p.m.
Phone: 437-4500 - Fax: 437-4504
Website : https://www.albany.edu/rfhr/

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.       


Office of Regulatory and Research Compliance (ORRC)
Adrienne Bonilla, Assistant Vice President & Director

Management Services Center , Room 100B
Hours: M-F 8:00 a.m. – 4:30 p.m.
Website: https://www.albany.edu/orrc/
Email: compliance@albany.edu

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. PACS 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.)

Compliance Guidance
Respond to individual questions and concerns about compliance issues. If you have questions regarding research compliance, ethics, or best business practices.

Post-Award/Post-Approval Monitoring
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 and Research Compliance  website, https://www.albany.edu/orrc


Office of Environmental Health & Safety
Lisa-Anne Donohue, Director

Chemistry B73
Website: https://www.albany.edu/ehs/index.shtml
Email: ehs@albany.edu

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, https://www.albany.edu/ehs/index.shtml.