Tools for Managing Current Grants and BTI Budgets

Click on the links below to expand / collapse the tools set

What is my grant number and how do I use it?

Your grant number has three elements

Grant Number (i.e. B00109)
Unit Number (i.e. T56)
Project Number (i.e. 12340)

Grant Number: This is the specific number tied to this unique grant. The letter at the beginning of the grant number indicates the awarding agency as specified below:

"B" = BTI related research and BTI budgets
"C" = Research and projects with major corporate sponsors
"F" = Research and projects sponsored by foundations
"G" = Traditional government grants
"Q" = Miscellaneous (hard to classify) project budgets and research

Unit Number: This code identifies you, the Primary Investigator /Project Leader. The letter at the beginning of the code indicates your department as specified below:

"A" = Administration
"D" = Development
"P" = Adjunct/Non-Traditional Researchers
"R" = Research
"S" = Service

Project Number:

This number can be tied to more than one sponsored program. For example, if your lab investigates both Maize Root Growth and Fruit Ripening, you may have one project number for all of your Maize Root-related grants and another for all of your Fruit Ripening-related grants. These project numbers are unique to your lab and should cover a broad area of your research. Contact us for assistance.

Using a Grant Number:

This three-part grant number should appear on all travel requests, reimbursement requests, purchase requisitions, etc. Note: Only two (2) individuals are allowed to sign purchase requisitions for each grant number. To charge expenses to a grant, write the full grant number on your purchase requisition and obtain the appropriate signature. To assign purchasing privileges to new members of your team, the primary investigator should contact the Business Office bti_busoff@cornell.edu).

How do I monitor my grants? Web portal Instructions.

Only Primary Investigators (BTI Scientists), Project Leaders, and BTI Supervisors can monitor their grant and project budgets. These budgets can be monitored in real-time by using the BTI Web Portal:

http://webportal.bti.cornell.edu/

If you do not know your login or password for the web portal, please contact Information Services (btihelp-l@cornell.edu)

To Access Your Project Cost Reports You Must:

Be on the private BTI network
Those accessing the network from a public, wireless or non-Cornell network must create a VPN connection to the BTI network. (see btihelp-l@cornell.edu)
Access the Web Portal

Step 1: Log into the Web Portal

http://webportal.bti.cornell.edu
Use your NetID as User ID
To request a new password e-mail btihelp-l@cornell.edu
Password can be changed by clicking “Change BTI password” from left menu

Step 2: Access Project Cost Reports

Select and click Grant Cost Report from left menu

Step 3: Choose Grant to view

Select Unit Code from Unit Code pull down
Or choose ‘all’ grants to view all

Step 4: View Report

Click “View Report” button on upper right

Step 5: To View More Detail

Select the "+" by any field to see more detail
Note: Because the Web Portal is connecting to our system, it may take a few minutes to load your grant budgets. Please be patient.

If you have questions about any of your expenses, how to use this module, or wish to make budget changes, please contact us (bti_busoff@cornell.edu). We are happy to help.

Where can I find applicable grant regulations?

Because the grants process and federal regulations are constantly changing, we recommend that you stay in-touch with your granting entities via the web.

The most specific and applicable information about how, where, and when your funds can be spent is in your Award Letter. Your award letter will have references to specific policies as well as links to these policies on the web.

Links to specific grant policies can be found below:

The National Science Foundation (NSF)

General Policy Information: http://www.nsf.gov/pubs/manuals/gpm05_131/gpm05_131.pdf

The United States Department of Agriculture Cooperative State Research (USDA/CSREES)

General Policy Information: http://www.csrees.usda.gov/business/awards/gppb.html

The United States Department of Health and Human Services (NIH)

General Policy Information: http://grants.nih.gov/grants/policy/nihgps/part_ii_5.htm#expandauth

The Binational Agricultural Research and Development Fund (BARD)

General Policy Information: http://www.bard-isus.com/forms.aspx?fid=1&tid=2

The United States-Israel Binational Science Foundation (BSF)

Main Website: http://www.bsf.org.il
General Policy Information: http://www.bsf.org.il/bsfpublic/defaultpage1.aspx?pageID=41&innertextID=41

The United States Department of Energy (DOE)

General Policy Information: http://www.er.doe.gov/production/grants/605.html

Expense Guidelines:

Certain categories of expenses may never be charged to federal grants. Some expenses not eligible for reimbursement through federal funds include, but are not limited to: alcoholic beverages, taxes, memberships, fines, penalties, any unnecessary costs or personal preference items such as first-class travel, and other non-research related supplies.

The determination of which expenses are allowable, which are not, and the proper accounting treatment for them, is specified in the federal Office of Management and Budget, (OMB) Circular A-122: Circular No. A-122

Participant Support:

NSF defines “Participant Support” as the costs of transportation, per diem, stipends and other related costs for participants or trainees (but not employees) in connection with NSF-sponsored conferences, meetings, symposia, training activities and workshops. Generally, indirect costs (F&A) are not allowed on participant support costs. Some programs, such as Research Experiences for Undergraduates, have special instructions for treatment of participant support. These funds may not be used for other expenses unless express written permission from NSF is given. If you have questions, contact your program director at NSF or the Business Office at: bti_busoff@cornell.edu

I have a project that will end soon. What do I need to do?

If you have a project that will close within the next few months, work closely with your grant coordinator. It is best not to wait until the last minute to begin closing a grant. Preplanning is essential. Journal entries that move expenses from one grant to another to close out large balances are unacceptable. Such entries are a red flag for NSF and other audits. Regular monitoring of your spending patterns is advised throughout the life of the project.

Things to be aware of:

Salary

Wages and salaries currently being paid from the grant will need to be moved when the grant closes. Payroll action forms can be filled out at any time to change the grant being charged. We recommend you fill out payroll action forms as soon as possible. The effective date on the Payroll Action Form should be the day after the closing date of the grant that is ending, (for example: if the ending date of the grant is 6/30/09, the effective date on the Payroll Action Form should be 7/01/09.)

Subcontracts

Unexpended balances on subcontracts can be billed up to 60 days past the grant end date; however, all expenses must be incurred before the official grant end date.

Contact your collaborators to be sure they are invoicing BTI for the full amount agreed, and make any arrangements if there is to be a no-cost extension. As the grant draws to a close, contact the business office (BTI_busoff@cornell.edu) for Information about unexpended subcontract balances.

Other Internal Services

When a grant is closing, make note of any continuous expenses. Some examples include:

Telephone, Sequencing, Greenhouse, Lab Services, Airgas, Photocopy, etc.

All of these services need to be assigned to a different Grant before you can continue using them. Please let your Grant Coordinator know about these expenses and where to charge them in the future.

NSF Participant Support

Due to the government regulations of participant support funding, any unspent participant support will be lost when the grant closes. Timely Fastlane budget modification requests and/or no-cost extension requests are recommended.

How do I apply for a no-cost extension?

Grants opportunities and instructions can be found in many places. It is important to be registered with the correct entities and websites before applying for a no-cost extension. Be sure you have ample time to register with a granting entity before your deadline. If you have any questions, please visit us in the business office. Links to specific policies regarding no-cost extensions:

BTI Grant Opportunities