Grants Administration

The Grants Administration area provides oversight of research financials, contracts, and external grant applications in accordance with the regulations and hospital policies.  Its staff interfaces with other hospital departments to monitor compliance. Its staff is responsible for the following activities at Hartford Hospital: 

• Review and approval of all proposals seeking extramural support.
• Budget preparation.
• Following accounting procedures.
• Assists with the transfer of grants and close outs for departing or incoming personnel.
• Negotiation of the terms and conditions of all research contracts/agreements.
• Extramural funding information resource.
• Assist with electronic proposal submissions to research sponsors.
• Advising the Vice President for Research Administration on policies affecting the conduct of extramurally sponsored research.

HH Budget Sheets:

• Grants Administration Budget Guidelines 
• HH Budget Sheet - Master Industry, Medical Staff (Small grant and Safety/Quality), Open Competition, Foundation, and State
• HH Budget Sheet - Federal
• Unfunded Budget In-Kind Worksheet
• Supplemental Information Form 

ClinCard:  The ClinCard program will deliver electronic payments to study participants

• Clincard Request Form
• ClinCard Account & Access Request Form
• ClinCard Participant FAQ's
• Clincard Cardholder FAQ with TIPS
• Clincard Reference Guide

Required Information for Grant Submissions:

• PI Responsibilities
• Institutional Compliance Letter
• SF424 (R&R) Info
• Pre-external Grant Submission Requirements
• Pre-external Grant Information Form

 

Required Documents for Grant Submissions:
The Principal Investigator should notify Research Administration two weeks in advance of any grant submission. This will allow Research to prepare for a successful submission.

1. Consortium letter (if there is a sub-contract with another Institution)
2. Assurance letter between Hartford Hospital and PI
3. Budget & Budget Justification
4. Statement of Work
5. Final grant submission

Helpful Information for Grant Submissions:

• Person/Month Conversion Table
• Effort Conversion Table
• eRA Commons
• Grants.Gov
• NIH Grants & Funding Opportunities
• Funding Opportunities and Notices

 

Important Updates:
NIH Updates:

NEW - NIH Fiscal Policy for Grant Awards FY 2013
(NOT-OD-13-064) National Institutes of Health
 

 

NIH Reminds Grantee Institutions of the Requirement to Use the Research Performance Progress Report (RPPR) for All SNAP and Fellowship Progress Reports for Awards with Start Dates On or After July 1, 2013
(NOT-OD-13-061) National Institutes of Health

 

 

 

Click here for an up to date, comprehensive list of funding opportunities and notices from the U.S. Department of Health & Human Services.

ARRA Updates:
The Office of Management and Budget new requirement regarding quarterly submission of ARRA reports to the federal government. Beginning with the December review/January submission, a quarterly update of the activities and accomplishments that were achieved during the past three months for both the Prime Award and Subawardees, if any, must be submitted.  See OMB Guidance M10-34 and M-10-34 FAQs for more information.

Received ARRA funds? Check out three new Recovery Act Guide Notices for updated information on quarterly recipient reporting, NIH reporting and no-cost extensions.
Click here and click on the current issue for more details

 

Fringe Rate 34% - all budgets having salary must include this rate.

Industry sponsored clinical trials: there is a 5% indirect charge for subcontracts.

Time & Effort Reporting - All employees who have committed effort to a federally-sponsored research project, regardless of whether the employee receives salary compensation from the sponsored project for that effort must submit a Time & Effort Report on a monthly basis. Grants Administration staff monitors all Time & Effort reporting and ensures employees complete the Time & Effort Report on a monthly basis.

Valet/Garage parking for research participants.  Research Administration will cover up to $500 of parking expenses for research subjects participating in a research study. This must be approved by Research Administration.

Subject Reimbursement: Research Administration and Corporate Accounting approved the Gift Card subject reimbursement system. This system allows Gift Card reimbursement for participating in research projects at Hartford Hospital. For details see policy. 

Policies: Time & Effort Reporting, Cash/Gift card, Valet/Garage Parking policies may be obtained by contacting our office.  (Corporate accounting policies/procedures - available via HH Corporate accounting Intranet Website)

Forms: Petty Cash voucher, Voucher request, Art tool (All available via HH Corporate accounting Intranet Website)
W-9 Form 

Grants & Contracts Staff:
Main Number: (860) 545-4592

Tammy Weirs – Grants & Contracts Manager
Tweirs@harthosp.org
(860) 545-4412