Frequently Asked Questions
Finding Funding
- How do I get started?
- How do I register for InfoEd?
- Where do I search for private funding?
- Can I apply for a sabbatical?
Proposal Development
- How do I get started?
- Am I able to keep my Department Chair and Dean abreast of my progress?
- Where do I get basic information about the College such as EIN or Tax ID numbers, or accounting information like fringe benefit rates or projected salary increments for additional budget years?
- Where are there guidelines to help me develop a budget?
- How much time should I allow for budget review?
- How much time should I allow for final proposal review?
- Am I able to make on-line federal submissions?
Post-Award
- What is the process to hire a consultant?
- How do I hire an employee on a grant?
- How do I arrange for payment to a consultant or grant employee?
- How do I purchase products or services for grants?
- Once funded and a grant account is established for me, how can I check the status of the account and monitor expenditures?
How do I get started?
There are on line databases to assist you in the search for available grants. You can also sign up to receive an e-mail notification list for grants of interest through these sites. Please visit Funding Opportunities for more information.
The Office of Academic Grants and Sponsored Research (OAGSR) will assist you in developing a plan for seeking support. Schedule an appointment with the OAGSR to discuss your area of scholarly interest. Please bring an up-to-date curriculum vitae and a one-page summary of your project.
How do I register for InfoEd?
- Go to the infoEd Office menu.
- Click on GENIUS/SMARTS (SPIN is also available at that menu selection site), then on Create New Profile.
- Select The College of New Jersey from the drop down menu, and click continue.
- Complete the requested entries from name to password and click submit.
- A profile summary page will appear.
- A partial profile of basic user information can be completed initially, with additional information added at a later date. Social security number is not required, but may be included at the user's option.
- Initially, at least 8-12 keywords should be chosen. These keywords may be revised later.
- Upon completion of information entry, click save, and then log out.
- Within 2 days of submission, the profile will be validated by the Pre-Award Specialist, and e-mail notices will begin the next day.
- Anyone having difficulty with this process should call the Pre-Award Specialist in the Office of Academic Grants and Sponsored Research at extension 3255 or e-mail grants@tcnj.edu. Once registered, a user is free to revise the personal information and search for funding opportunities directly through SPINPlus.
Where do I search for private funding?
Corporate and foundation funding works to bridge the gap between public funding and the need for funding at The College of New Jersey (TCNJ). Faculty members are encouraged to contact or meet with the OAGSR to learn more about the funding opportunities available to them.
Can I apply for a sabbatical?
Yes. Applications are available here.
How do I get started?
Good proposals begin with an idea that the Principle Investigator (PI) is passionate about. Once you have an idea that you want to pursue, explore funding sources.
You can also contact OAGSR, the staff has a vast knowledge of what grants are available and will be able to point you in the right direction.
Read more about Getting Started.
Am I able to keep my Department Chair and Dean abreast of my progress?
In ERSPA, e-mail notifications are automatically sent to your department chair and dean when you submit an early notification, budget, and routing form. They will also receive an e-mail prompt when they need to sign-off on the proposal.
Read more about ERSPA.
Where do I get basic information about the College such as EIN or Tax ID numbers, or accounting information like fringe benefit rates (Facilities and Administration, aka Indirect Costs) or projected salary increments for additional budget years?
Basic information about the College such as fringe benefit rates and F&A (Facilities and Administration, aka Indirect Costs) rates are built into ERSPA and are automatically calculated, as are projected salary increments for subsequent budget years.
If you still need more information, contact OAGSR.
Where are guidelines to help me develop a budget?
A template for budget development is available on ERSPA.
Read more about the Budget Guidelines.
How much time should I allow for budget review?
You should submit your budget through ERSPA no later than three to four weeks before the proposal is due to the funder.
For more guidelines on dates, see the Timetable for Preparing a Proposal.
How much time should I allow for final proposal review?
You should submit your final proposal to OAGSR approximately one week before it is due to the funder.
For more guidelines on dates, see the Timetable for Preparing a Proposal.
Am I able to make online federal submissions?
Yes. Federal proposals can be submitted via grants.gov.
Electronic Submissions - Applications must be submitted at least 3 days prior to the due date in order to ensure the proposal is received by the sponsoring agency
What is the process to hire a consultant?
Complete the ICR Form and submit it, along with the consultant's vitae, Consultant Contract for Professional Services, W-9 , and if $2,500 or over a Business Registration Certificate to OAGSR for approval. The PI will complete and submit all forms to OAGSR for signature. After HR and OAGSR approve, Budget and Finance will encumber the funds and assign a PO number.
After work has been completed, the consultant will need to submit an invoice to the PI. The PI completes: (a) Accounts Payable Check request form (b) if last invoice, the Consultant Evaluation Form. Please note: An invoice from the consultant must be attached to the accounts payable check request form and be signed by the PI confirming that it is approved for payment.
Use this Checklist for Hiring Consultants to make sure you have all the correct paperwork.
Read more about Hiring Consultants
How do I hire an employee on a grant?
To hire an employee on a grant, begin by completing the Authorization for Employment Form and submit it to the OAGSR along with all supporting documentation. Once it is approved in OAGSR the form is forwarded to Human Resources (HR) for processing. HR will generate the offer letter to the employee.
Read more about Hiring New Employees.
How do I arrange for payment to a consultant or grant employee?
After work has been completed, the consultant will need to submit an invoice to the PI. The PI completes and submits four items to OAGSR: the Consultant Evaluation Form; the original invoice with the Project grant number, the PO number (from the Consultant Contract), stamped "Approved for Payment" and signed by the PI; a completed W-9 Form; and a copy of the completed work when feasible.
Once full-time grant employees have received their offer letter from Human Resources, completed all new-hire paperwork and the orientation is completed, the employee may begin work. They should receive biweekly time sheets like other college employees.
Payment for part-time employees is generated from the Supplemental Payroll Authorization Form.
Read more about Payment Procedures.
How do I purchase products or services for grants?
Purchasing products or services for grants follow regular College procurement procedures. Grants purchasing procedures are reviewed with each PI at the AIM meeting and outlined on the Budget and Finance web site.
Many items, especially computer-related equipment and office supplies, are purchased through a previously negotiated contractual arrangement with certain vendors.
Some computer-related equipment can be purchased on state contract, but all computer-related equipment must be discussed with your departmental IT Support Specialist. All PC's, Printers, PDA's, etc., and anything that will be on the network needs to be discussed your departmental IT Support Specialist to determine support and compatibility.
Read more about Purchasing Procedures.
Once funded and a grant account is established for me, how can I check the status of the account and monitor expenditures?
Online web reports enable you to check the status of your account at any time.
Instructions for Accessing Web Reports
- Launch Netscape (MS Internet Explorer may not work)
- Navigate to the TCNJ Finance and Business Services Web Site
- Click on Financial Web Reports on left hand side of web page
- Login (using regular e-mail, user name, and password); click OK
- Next page will be titled FINANCIAL REPORTS, REPORT MENU
- To the right of Select a Report from the List select:
- For grants accounts, Grants Budget Status Report, or
- For Enterprises, Budget Status Detail Report
- Click submit
- Go to the drop down arrow (Ñ ) to the right of BLANK on the PROJECT/GRANT row, select project/grant
- Go to BUDGET_PERIOD row, select the budget year
- Go to OUTPUT FORMAT row, select View or Print Format
- Click submit
Read more about Account Set-Up.
