uw logo
ARRA Frequently Asked Questions (FAQs)
(click the category title to show the sub-categories)
Pre-Award
What award types are being issued under the Stimulus Act (ARRA)?
ARRA awards will be comprised of (a) administrative and competitive supplements, (b) new awards under an ARRA RFA, (c ) construction and equipment, and (d) previously submitted applications that are funded with ARRA funds. For further assistance with the award proposal please contact your Office of Sponsored Programs (OSP) representative.
Who does the Principal Investigator (PI) contact for assistance with a Stimulus Act (ARRA) award proposal?
Please contact your Office of Sponsored Programs (OSP) representative for assistance with ARRA award proposals. For additional OSP contact information please go to http://www.washington.edu/research/main.php?page=ospContact.
Reporting
UW
Does the University of Washington (UW) submit only quarterly reports to the federal government?
No. The University of Washington also reports to the State of Washington and sponsors as required.
Do financial aid loans need to be reported?
All projects funded with ARRA funds (including financial aid loans and scholarships) are subject to special quarterly reporting requirements. These awards will be within the 21-xxxx series and will be reported separately.
Is the $25,000 Vendor reporting requirement trigger based on a single payment or the sum of multiple payments to a Vendor?
Vendor reporting information is triggered by a single payment of greater than $25,000 by the prime recipient or subrecipient. If the vendor receives multiple payments that each individually are less then $25,000 (but in total are greater than $25,000), the vendor reporting requirements are not triggered (note, however, aggregate reporting still is required).
If the Principal Investigator (PI) is unavailable to enter their information in the PI reporting web interface, can anyone else enter it?
Yes, under the following conditions: (a) the person entering the Principal Investigator's (PI) report has a working knowledge of the project or (b) if the person entering the data does not have a working knowledge of the project but has an email from the PI containing the data to be entered.
Can I set up sub-budgets with my ARRA awards?
Yes, an ARRA supplement can be a sub-budget of a non-ARRA award. Note that an ARRA award cannot be a sub-budget of another ARRA sub-budget.
Can Prime Recipients delegate reporting responsibilities to the Vendor?
No. Prime Recipients cannot delegate reporting responsibilities to a vendor. Reporting responsibilities can only be delegated to a Sub-Recipient.
HR
If the sub-recipients hire someone, what do we do?
Sub-Recipient job information will be captured in the web form for quarterly reporting. The web form can be found at http://www.washington.edu/research/gca/recovery/. For questions about whether a subcontract is subject to indirect costs or the amount of indirect costs to be charged, please contact your OSP Administrator. For other subcontract related questions, please contact Jessica Mort at jmort@u.washington.edu.
In tallying jobs created and retained, are graduate students and post docs who are already at the University of Washington (UW) counted?
Yes. All project efforts are to be reported; that includes compensated trainees and fellows who may not be considered "employees" but who are involved in the award project.
Can ARRA funds support post docs?
Yes. Post docs can be hired to work on ARRA funded research projects.
Will ARRA personnel be required to submit a time sheet?
Personnel who charge time to ARRA awards should keep time sheets that indicate ARRA project efforts. This is good practice for audit support.
Can I hire foreign graduate students?
Yes. Foreign graduate students can be hired to work on ARRA funded research projects.
PI
Do financial aid loans need to be reported?
All projects funded with ARRA funds (including financial aid loans and scholarships) are subject to special quarterly reporting requirements. These awards will be within the 21-xxxx series and will be reported separately.
Can the Principal Investigator (PI) delegate reporting responsibilities to Administrators?
Yes. The Principal Investigaor (PI) and Administrator named in GC1 have access to the web form. Request for changes or additions to the named administrators may be submitted via email to uw-arra@uw.edu. Additionally, the PI must be copied on this email and the assumption will be made that the request is approved by the PI unless notified otherwise. The email must contain the award number, the ARRA budget number, and the NetID of the additional Administrator(s)..
How is the University of Washington (UW) coordinating reporting on awards?
A Data Mart has been created to collect data elements for ARRA quarterly reports. Much of the information will be pulled from 4 central University of Washington (UW) databases. Principal Investigators (PIs) and Sub-contractors will submit their quarterly progress information via a web-based interface with the Data Mart. FederalReporting.gov will receive information directly from the Data Mart.
How do I report the percentage of project completion status?
The percentage of completion is reported cumulatively on the Principal Investigator (PI) web interface form. The PI form can be found at http://www.washington.edu/research/gca/recovery/.
I have an ARRA supplement to an existing award. How do I report?
ARRA reporting pertains to ARRA funded activity only. If there is an ARRA supplement to an existing non-ARRA award, the reporting will be only for the ARRA portion.
What do I report if my project has not started but the award is approved?
The narrative should be "No activity; award just approved". Percentage complete should be " Not Started".
Is it the science that is cumulative in the Progress Report and not necessarily the expenditures?
The Principal Investigators (PI) Progress Report is for the scientific progress and not financial. Each quarter, the progress noted is for the particular quarter being reported. Each prior, submitted and reported, Progress Report will be available for viewing. By the end of the project, all quarters' Progress Reports will provide the overall picture of the completed research..
What should I include in the quarterly written Progress Report narrative?
The narrative does not need to be excessively long. It is restricted to 2,000 characters but need not use all allowable space. Include key points that would be of interest to the general public. When possible, use generic terms and lay language. The key points to make are progress toward outcome and contribution to enhancement of quality of life and/or long term potential for economic impact through development of a commercial product.
Are Progress Reports for the quarter only, or is it cumulative?
Each quarter, the progress noted is for the particular quarter being reported. Each prior, submitted and reported, Progress Report will be available for viewing. By the end of the project, all quarters' progress reports will provide the overall picture of the completed research.
Do we have to report on Joint Personnel Appointment (JPA)?
It depends on the agreement. Please direct questions on Joint Personnel Appointment (JPA) to your Office of Sponsored Programs (OSP) contact.
Do I need to be concerned about patenting and other Intellectual Property (IP) issues when I submit my Progress Report?
Yes, since the Progress Report submitted through FederalReporting.gov will be available to the general public. Please use care not to disclose any information that could constitute a public disclosure of non-public information. Public disclosure of potentially patentable or otherwise protectable IP can "start the clock ticking" for your window of opportunity to patent in the United States and prohibit your ability to patent internationally.
When are Principal Investigators (PI) required to submit their data elements?
Principal Investigators (PI) will submit their data elements every quarter via a web interface form which can be found at : http://www.washington.edu/research/gca/recovery/. Quarterly report due dates can also be found at this web address.
Will feedback from federal agencies or sponsors change the reporting process?
Possibly. Feedback from federal agencies and sponsors could change or clarify the reporting data elements.
Who do I contact to discuss questions on federal contracts relating to my award?
Please direct questions on your federal contracts to your Office of Sponsored Programs (OSP) contact.
What are the reporting requirements for collaborative / joint awards with other institutions?
When the Univerity of Washington (UW) enters into a collaborative award with another institution, the UW is only responsible for reporting its own ARRA activity.
Does the Principal Investigator (PI) / Administrator register and submit reports directly to FederalReporting.gov?
No. The University of Washington (UW) will be centrally submitting reports to FederalReporting.gov.
If my award is approved before the end of the quarter but after the PI reporting deadline, what should I do?
Awards generated between these dates will be pre-populated with zeros and a canned statement. Principal Investigators (PI) need not report on awards granted between these dates.
If awards are granted for more than two years, will reporting requirements continue?
The Federal Government has not explicitly said the ARRA reporting requirements will continue beyond the initial target of two years. However, the University of Washington (UW) will be prepared to report beyond the two years if required.
How will Principal Investigators (PI) submit data?
Principal Investigators (PI) will submit data via a web-based form. The form is available at http://www.washington.edu/research/gca/recovery/ and is completed online. There is an option for "Save Data" which allows PIs to return to the form (at the point in which they left off) in order to make additions or changes. There is an option for "Report Complete Ready to Submit" which is the action that allows the information to be loaded into the Data Mart for reporting to the Federal Government along with all other University of Washington (UW) data.
Does the 2000 character limit in the Principal Investigator (PI) quarterly progress report field include spaces and punctuations?
Yes, the 2000 character limit applies to spaces and punctuations as well.
How do I receive access to the Principal Investigator's (PI) Reporting Website?
You have to be either the Principal Investigator (PI) or Administrator listed on the GC-1. If you are not please email uw-aara@uw.edu and make a request to be added. The email must contain the award budget number, your name, NetID, and have the PI copied on the request. Team ARRA will update the reporting system authorization which will provide you access.
Is there a way to retrieve the Principal Investigator (PI) report from the reporting website once the "submit" button has been pressed?
Yes. The data is still held within the reporting system until it is submitted after quarter end to FederalReporting.gov. The PI or Administrator can sign into the reporting website and make necessary changes until quarter end.
Will the data elements provided by the Principal Investigator (PI) ever change?
Yes. If the Federal or State sponsor requires a change then the PI or University may have to report modified or new data elements.
How should the Principal Investigator's (PI) reporting narrative be drafted?
There are no specific reporting requirements relating to ARRA narratives. Generally, the PI should (a) use generic language, (b) state project progress in relation to targeted outcomes, (c ) specify contributions towards enhancement of quality of life and /or economic impact, (d) make sure the narrative relates to science only and not expenditures, and (e) be careful not to disclose protectable Intellectual property or make disclosures that are considered "public disclosures" that would trigger a reduction or elimination of the ability to patent and protect.
Do I have to report if my award is set up after the Principal Investigator (PI) quarterly reporting deadline?
No, if the award was not an advance budget. The University of Washington (UW) Data Mart will auto fill the PI reporting module with a statements indicating no activity and not started.
If my award is currently an advance budget do I still have to report?
No, only awards in a regular budget status will report each quarter. Technically advance budget expenditures are using funds from the University of Washington (UW) and not ARRA funds.
How do I report my awards if I have an ARRA parent budget and one or more ARRA sub-budgets?
The Principal Investigator (PI) would report on all ARRA budgets but only once through the parent budget.
If the Principal Investigator (PI) reports that the award is 100% complete on their quarterly report, will the PI continue to receive an email reminder each quarter for the remainder of the award period?
No, once the Principal Investor (PI) reports the project 100% complete there are no further reporting requirements for them. All remaining quarterly reports through the end of the award period will be automatically completed through the Data Mart.
The Principal Investigator (PI) has submitted the ARRA progress report. The status says "ready to submit". What does this mean?

Ready to submit means that the Principal Investigator (PI) has completed the reporting process and the University of Washington (UW) can report to FederalReport.gov.

Sub-Recipients
If the sub-recipients hire someone, what do we do?
Sub-Recipient job information will be captured in the web form for quarterly reporting. The web form can be found at http://www.washington.edu/research/gca/recovery/. For questions about whether a subcontract is subject to indirect costs or the amount of indirect costs to be charged, please contact your OSP Administrator. For other subcontract related questions, please contact Jessica Mort at jmort@u.washington.edu.
Will University of Washington's (UW) sub-contractors report directly to FederalReporting.gov?
No. Sub-contractors will be reporting to the University of Washington (UW) via a web form which can be found at http://www.washington.edu/research/gca/recovery/. The UW will be centrally submitting reports to FederalReporting.gov.
How will sub-recipients report data to University of Washington (UW) for ongoing sub-contract awards?
Certain data elements will be collected before the sub-contract is signed. Office of Sponsored Programs (OSP) Sub-contracts Team will do this for the University of Washington (UW). Sub-contractors will be reporting to the UW via a web form which can be found at http://www.washington.edu/research/gca/recovery/. Scientific progress and percentage of completion will be reported directly to the Principal Investigator (PI). The PIs will incorporate this information into their quarterly progress report.
What is the invoicing requirement for sub-recipients (sub-contracts)?
Monthly invoices are required and must be sent to University of Washington Accounts Payables (3917 University Way NE, Seattle, WA 98105) for prompt payment. Invoices must be in the required format of the sub-contract award.
Are there different reporting requirements if the University of Washington (UW) is the sub-recipient from another institution (i.e. the sponsor is not the federal government)?
Yes. There are additional, specific requirements for all sub-recipient reporting. The University of Washington (UW) will gather the required elements regardless of who does the sub-recipient reporting, the UW or the prime recipient. Prior to signing a sub-recipient award agreement, the UW must have clarification on which entity will be taking the responsibility for submitting the quarterly report.
What if my grant has outgoing sub-contracts (awards that are made to another institution or business)?
There are different reporting requirements for sub-recipients. The Office of Sponsored Programs (OSP) Sub-contracts Team will collect some of the data elements when the sub-contract is set up. The sub-contractor will report each quarter via a web interface. The University of Washington (UW) will collect this data as part of the report submitted to FederalReporting.gov. The Principal Investigator (PI) will need to communicate to the sub-recipient the importance of timely reporting.
Which institution submits the data elements for sub-awards?
When the Univesity of Washington (UW) is the prime recipient, UW will do the reporting. If UW is a sub-recipient from another entity, the other entity will either delegate or retain the reporting responsibility to the federal government.
When the University of Washington (UW) is the sub-recipient, when will UW report the data elements to the prime recipients?
The University of Washington will report to the prime recipient 5 days after the end of the quarter.
If the University of Washington (UW) receives a subaward through another organization, is the UW responsible for quarterly reports?
The reporting responsibilities will be determined at the time the sub-contract is entered into. Generally, the University of Washington (UW) would report to the prime recipient and they in turn would report to the federal sponsor; however, with ARRA, the prime recipient could delegate the reporting responsibilities to UW. If such responsibilities are explicitly delegated, UW would submit quarterly reports directly to FederalReporting.gov.
Do we follow the same process to obtain access for additional sub-contractor login's as with administrators?
No. The subcontractor will receive a NetID and password that can be given to anyone in their organization that should have access to the reporting website.
When the University of Washington (UW) is a sub-contractor to another university does the Principal Investigator (PI) still submit information through the UW reporting web interface or to the sponsor university?
The Principal Investigator (PI) should still submit their information through the University of Washington (UW) reporting web interface. UW will pull the necessary information from the data mart for submission either to Federalreporting.gov or to the sponsor university depending on what was stipulated in the sub-contractor agreement negotiated by the Office of Sponsored Programs (OSP).
What is the difference between a Sub-Recipient and a Vendor?
Sub-Recipients support performance of the project mission. Vendors provide products or services in support of the project mission. For Vendors, data requirements are significantly reduced as compared to the Sub-Recipient.
Timeline
What are the timelines for completion and review of data submitted for the quarterly deadlines set by FederalReporting.gov?
Quarter end dates are September 30th, December 31st, March 31st, and June 30th. Reports are due to FederalReporting.gov on the 10th day of the month following the end of each quarter and will include cumulative data from the onset of ARRA (February 17, 2009). Days 11-21 after the end of quarter are when federal agencies can view the data entered. Reporting institutions can also make corrections to the original data reported, if necessary. Days 22-29 after the end of the quarter are when federal agencies will complete their quality reviews. Reporting institutions can only update their original data during this time period if notified by the federal agency. Day 30 is when all reports become final and made available to the public on www.recovery.gov.
An ARRA award was received after the quarterly Principal Investor (PI) reporting deadline. Does the PI still have to submit a quarterly report?
Yes, the University of Washington (UW) must report all ARRA funded awards received and accepted by quarter end. The Principal Investigator (PI) will need to visit the PI Quarterly Reporting log-in found on the ARRA website, http://www.washington.edu/research/gca/recovery/index.html, and submit the required information.
Expenditure
Can tuition and stipends be included as expenditures for an ARRA award?
No. Tuition and stipends are not acceptable expenditures in an ARRA award. However, if a graduate student participates in an ARRA project they can be compensated for their involvement.
What happens if an ARRA award's expenditures are not in-line with the project timeline?
Under ARRA, agencies will be "intolerant" if award funds are not spent in a consistent manner. "Burn-rates" faster or slower than normal may result in the award being terminated and funds returned to the sponsor.
Sponsor Specific Requirements
Will ARRA quarterly reporting to FederalReporting.gov be in-lieu of regular sponsor reporting?
No. Regular sponsor reporting will continue to be required for each award. ARRA quarterly reporting is in addition to regular sponsor reporting requirements.
Compliance
HR
Are there any restrictions on increasing or decreasing the PI &/or Co-PI FTEs for ARRA funded projects?
Requirements for re-budgeting FTEs (effort) for ARRA and non-ARRA awards are the same. Change in effort greater than 25% must be approved by the sponsor. If any change in effort would result in a change in scope than re-budgeting must be approved by the sponsor.
Are we obligated to hire someone who is named in the proposal? Can we change named candidates?
Requirements for re-budgeting FTEs (effort) for ARRA and non-ARRA awards are the same. Change in effort greater than 25% must be approved by the sponsor. If any change in effort would result in a change in scope than re-budgeting must be approved by the sponsor.
An ARRA award was received by the University of Washington (UW) to fund summer internships. The Principal Investigator (PI) was unable to hire the interns until August. Does the PI need to terminate the internships now that the summer tem is over?
Due to delays in hiring interns, it may very well be that NIH will allow the interns to finish out their internship during the fall quarter. However, documented permission from the sponsor will be needed since ARRA funding is intended to be spent by the end date established for the award and according to the work as proposed. A request to the sponsor, with the concurrence of the Office of Sponsored Programs (OSP), is recommended.
Are foreign scientists working at domestic institutions eligible to be Principal Investigators (PI), Key Personnel, and/or other personnel supported by ARRA funds?

Yes, foreign nationals working in the US are eligible to work and be compensated with ARRA provided they are employed by a domestic institution and are in the country under valid visas. It is the grantee institution’s responsibility to assure that an individual’s visas will allow them to remain in this country long enough for them to be productive on the research project.  NIH does not provide guidance on or assess the different types of visas.  Grantee organizations are expected to have consistently applied policies in place to address this area.

There is a restriction in Section 1611 of ARRA that applies to institutions receiving Troubled Asset Relief Program (TARP) funds--primarily financial institutions.  However, unless a NIH grantee also received TARP funds, this provision would not apply.  Be reminded, that if ARRA funds are used support any NIH program that has a citizenship requirement (e.g., training and career programs); those programmatic requirements would also apply to the ARRA funding.

UW
What are the consequences of non-compliance?
Award(s) may be terminated and funds may have to be returned to the sponsor. Additionally, the Principal Investigator (PI) and the University of Washington (UW) could be debarred from receiving any future sponsor funds. Non-compliance by UW will be visible to national/international constituents on www.Recovery.gov. Public trust may also be lost.
Are foreign scientists working at domestic institutions eligible to be Principal Investigators (PI), key personnel, and/or other personnel supported by an NIH Challenge Grants?
Yes, foreign nationals working in the U.S. are eligible to work and be compensated with ARRA funding provided they are employed by a domestic institution and are in the country under valid visas. Awardee institutions are required to comply with US State Department requirements as a general condition of the award.
If needed, can the Principal Investigator (PI) extend ARRA funded project beyond their end date?
No, extension of ARRA funded awards is not allowed. All ARRA funding must be spent by the established end date of your award.
The Principal Investigator (PI) has an existing non-ARRA award and has received an ARRA supplement. Can the PI extend the maturity date on the non-ARRA award?
This depends. For parent grants that have received an ARRA-funded administrative supplement, an extension is allowed on the parent grant in most cases. However, if you have received an ARRA-funded competitive revision, the extension of the parent grant must have already been in place at the time you applied for the competitive revision, per NIH guidance.
PI
Can an ARRA award be transferred to another Principal Investigator (PI) If the current PI moves to another university?
The same rules apply whether the University of Washington (UW) is the prime or sub-recipient. When a Principal Investigator(PI) moves to another university, any transfer of the remaining grant must be authorized by the sponsor. Unspent funds will typically be returned to the sponsor upon the departure of the PI. It then becomes the sponsor's responsibility to contract with the new institution. The sponsor could agree to a replacement PI from UW and UW could continue with the contract or sub-contract. Office of Sponsored Programs (OSP) should be engaged to negotiate any replacement PI and continuation of the contract or sub-contract.
Who do I contact regarding re-budgeting my award?
Check sponsor policy for rebudgeting guidelines. National Science Foundation (NSF) and National Institutes of Health (NIH) generally allow rebudgeting up to 25% (provided a change in scope does not occur). Guidance and the re-budget form can be located at http://www.washington.edu/research/gca/spend/rebudget.html.
Who do I contact to discuss general compliance concerns with my award?
Please direct general award compliance questions to uw-arra@uw.edu.
Is expanded authority normally available under Federal grants applicable to ARRA awards?
Yes. Under expanded authority, Principal Investigators (PIs) may request budget reallocation up to 25% of the award and early budget setup up to 90 days prior to the award start date. No-cost extensions may or may not be available depending on the sponsor and the end date of the ARRA award. Change of PI, change in sub-contracts greater than $25,000, and/or change in scope of work are not covered under expanded authority and approval must be obtained from the sponsor.
Do I need to read my award notification?
Yes. All ARRA awards will have specific language identifying they are funded with Recovery Act funds. Many awards will have additional terms and conditions. It is pertinent that the award document be carefully reviewed.
I have received an ARRA award. What do I need to know?
Congratulations on your award! The American Recovery and Reinvestment Act (ARRA) imposed specific reporting and funds management requirements on all projects/programs under ARRA. Remember that it is critical that these requirements are met. ARRA compliance expectations are as follows: (a) funds should be spent in a timely fashion and reported quarterly; (b) there cannot be co-mingling or transfers between ARRA and non-ARRA funds; (c) ARRA reporting requirements are in addition to current sponsor reporting requirements, and (d) purchasing should be engaged on equipment and material acquisitions. ARRA awards will require the University of Washington to report 99 data elements quarterly on each ARRA award. The University of Washington will consolidate all data elements from the Data Mart and submit the report to FederalReporting.gov. The Principal Investigator will only need to report on two data elements: percentage of project completion and description of quarterly activities / milestones.
What are the consequences of non-compliance?
Award(s) may be terminated and funds may have to be returned to the sponsor. Additionally, the Principal Investigator (PI) and the University of Washington (UW) could be debarred from receiving any future sponsor funds. Non-compliance by UW will be visible to national/international constituents on www.Recovery.gov. Public trust may also be lost.
Sub-Recipients
If the University of Washington (UW) receives a subaward through another organization, is the UW responsible for quarterly reports?
The reporting responsibilities will be determined at the time the sub-contract is entered into. Generally, the University of Washington (UW) would report to the prime recipient and they in turn would report to the federal sponsor; however, with ARRA, the prime recipient could delegate the reporting responsibilities to UW. If such responsibilities are explicitly delegated, UW would submit quarterly reports directly to FederalReporting.gov.
If the University of Washington (UW) as Prime Recipient enters into a subaward arrangement with another organization, will UW delegate quarterly reporting to the sub-recipient?
No. The University of Washington (UW) will be reporting each quarter directly to FederalReporting.gov. UW has decided it will not delegate quarterly reporting responsibilities to the sub-recipient.
What happens to an award where the University of Washington (UW) is the sub-contractor and the Principal Investigator (PI) moves to another institution?
Any unspent funds will typically be returned to the sponsor upon the departure of the Principal Investigator (PI). It then becomes the sponsor's responsibility to contract with the new institution. There are instances where the sponsor would agree to allow UW to replace the PI with a new PI and continue the sub-contract. The Office of Sponsored Programs (OSP) should be engaged to negotiate any replacement PI and sub-contract continuation.
Do international sub-contracts and sub-awards still have to comply with ARRA restrictions limiting international expenditures to 10% of total requested direct costs or $25,000 whichever is less?
Yes, exceptions to this policy though rare may be granted by individual sponsors. Contact your Office of Sponsored Programs (OSP) representative for assistance in obtaining approval.
If the University of Washington (UW) as Prime Recipient enters into a subaward arrangement with another organization, will UW delegate quarterly reporting to the sub-recipient?
No. The University of Washington (UW) will report each quarter directly to FederalReporting.gov. UW has decided it will not delegate quarterly reporting responsibilities to a sub-recipient.
Expenditure
Are there any restrictions on international spending?
Yes. Foreign components may not exceed 10% of the total requested direct costs or $25,000 aggregate total, whichever is less. This includes all foreign sub-contracts and sub-awards. Exceptions, though rare, may be granted by individual sponsors. Please contact your Office of Sponsored Program (OSP) representative for assistance with application for approval.
Can ARRA funds be carried forward?
ARRA funds can be carried forward to a subsequent segment of the same ARRA project with sponsor approval. The authorization may be in the award document or it may be necessary to contact the sponsor for approval. No carry forward is allowed between ARRA and non-ARRA funded projects (even if the project is one in the same).
Can ARRA research funds be applied to alteration and renovations costs?
The funding program must authorize alteration and renovation costs.  If the award document is unclear, contact the sponsor for authorization.
Would it be considered a co-mingling of funds if equipment specifically listed in an ARRA proposal is used for multiple award projects when costs are split among those projects?
This would not be a co-mingling of funds. However, an appropriate allocation method must be used and the percentage applied must represent the direct benefit received for each of the projects. Retain supporting documentation regarding the allocation method.
Can tuition and stipends be included as expenditures for an ARRA award?
No. Tuition and stipends are not acceptable expenditures in an ARRA award. However, if a graduate student participates in an ARRA project they can be compensated for their involvement.
What happens if an ARRA award's expenditures are not in-line with the project timeline?
Under ARRA agencies, will be "intolerant" if award funds are not spent in a consistent manner. "Burn-rates" faster or slower than normal may result in the award being terminated and funds returned to the sponsor.
Timeline
Can I start my project earlier?
The reporting responsibilities will be determined at the time the sub-contract is entered into. Generally, the University of Washington (UW) would report to the prime recipient and they in turn would report to the federal sponsor; however, with ARRA, the prime recipient could delegate the reporting responsibilities to UW. If such responsibilities are explicitly delegated, UW would submit quarterly reports directly to FederalReporting.gov.
How can I obtain an advance budget?
The process for obtaining an advance budget is the same as a non-ARRA budget. Refer to Grants Information Memorandum (GIM) 9 for guidance. Use the Systems to Administer Grants Electronically (SAGE) to request an advance budget. Once all signatures have been obtained, the advance form will be forwarded to Grant and Contract Accounting (GCA) for budget set up. Note that projects that have restrictive conditions may not be eligible for advance budgets. Examples of these conditions include no Internal Review Board (IRB) approval, no Institutional Animal Care and Use Committee (IACUC) approval, a Federal or State contract with no pre-award approval, a Principal Investigator (PI) disclosure of Significant Financial Interest (SFI) , or specific sponsor requirements that disallow advance spending. Please direct questions of eligibility to the Office of Sponsored Programs.
Are no-cost extensions permissible?
No-cost extension approval varies by sponsor. Please contact your Office of Sponsored Program (OSP) representative for guidance.
Do National Science Foundation (NSF) awards have to be spent within two (2) years of the award date?
No. In order to avoid having all their existing and ARRA awards maturing at the same time NSF has proposed ARRA maturities exceeding two (2) years. Note: Quarterly reporting will most likely remain in effect until maturity.
Sponsor Specific Requirements
What additional requirements will my sponsor have for awards funded with ARRA funds?
This will depend on the sponsor. Please carefully review the award document for specific requirements or restrictions. If additional assistance is required please contact your Office of Sponsored Programs (OSP) representative or Team ARRA at uw-arra@uw.edu.
Rebudgeting
Who do I contact regarding re-budgeting my award?
Check sponsor policy for rebudgeting guidelines. National Science Foundation (NSF) and National Institutes of Health (NIH) generally allow rebudgeting up to 25% (provided a change in scope does not occur). Guidance and the re-budget form can be located at http://www.washington.edu/research/gca/spend/rebudget.html.
Is expanded authority normally available under Federal grants applicable to ARRA awards?
Yes. Under expanded authority, Principal Investigators (PIs) may request budget reallocation up to 25% of the award and early budget setup up to 90 days prior to the award start date. No-cost extensions may or may not be available depending on end date of the ARRA award. Change of PI, change in sub-contracts greater than $25,000, and/or change in scope of work are not covered under expanded authority and approval must be obtained from the sponsor.
Are there any restrictions on increasing or decreasing the PI &/or Co-PI FTEs for ARRA funded projects?
Requirements for re-budgeting FTEs (effort) for ARRA and non-ARRA awards are the same. Change in effort greater than 25% must be approved by the sponsor. If any change in effort would result in a change in scope then re-budgeting must be approved by the sponsor.
Contacts
UW
Who do I contact with other reporting questions?
All ARRA related questions should be directed to uw-arra@uw.edu.
Sponsor
Where do I find material and information relating to the Stimulus Act (ARRA) for the National Institutes of Health (NIH) and the National Science Foundation (NSF)?
For the National Institutes of Health (NIH) go to http://report.nih.gov/recovery/index.aspx and for the National Science Foundation (NSF) go to http://www.nsf.gov/recovery/. Both websites contain specific sponsor material and information relating to the Stimulus Act (ARRA).
Fed
Where do I find general material and information related to the Stimulus Act (ARRA)?
Go to recovery.gov and search for the specific topic you are interested in. The recovery.gov website contains historical Stimulus Act (ARRA) information and provides an analysis of current ARRA spending.
State
Where do I find material and information related to the Stimulus Act (ARRA) for the State of Washington?
Go to http://www.recovery.wa.gov/default.asp and search for the specific topic you are interested in. The recovery.wa.gov website contains historical and current information relating to ARRA spending.
Training Support
UW
Will the Principal Investigators (PI) and Administrators receive training on reporting responsibilities?
Yes, the University of Washington (UW) has scheduled five 90 minute campus training sessions during the month of September 2009.
What if the Principal Investigator (PI) or Administrator require additional training after the first reporting period (September 2009)?
Team ARRA will be available to meet with department Principal Investigators (PI) and Administrator as needed. Please contact Team ARRA with additional questions at uw-arra@uw.edu
Systems
Will the Principal Investigators (PI) and Administrators receive training on how to use the web based reporting system?
Yes, the University of Washington (UW) has scheduled five 90 minute campus training sessions during the month of September 2009.
Who does the Principal Investigator (PI) or Administrator contact for technological issues when accessing the PI reporting module?
Contact Team ARRA at uw-arra@uw.edu for assistance.
Administrative Issues
All Questions
Are sub-recipients to be invoiced quarterly?
No. Invoicing is not related to reporting. Sub-recipients must invoice the UW monthly.
Will the ARRA award budget be set up as 20-xxxx if the University of Washington (UW) is a sub-recipient of another university?
Yes. All ARRA research-related projects will be within the 20-xxxx series.
Is processing an ARRA funded sub-contract any different than the standard process?
It is the same process, but there are more reporting requirements. Please contact the Sub-contract Team within Office of Sponsored Programs (OSP) for specifics.
Who do I contact with pre-award questions?
Please direct pre-award questions to your Office of Sponsored Programs (OSP) contact.
Can I change or add administrators and can I delegate reporting responsibility to my administrator?
Yes. The Principal Investigaor (PI) and Administrator named in GC1 have access to the web form. Request for changes or additions to the named administrators may be submitted via email to uw-arra@uw.edu. Additionally, the PI must be copied on this email and the assumption will be made that the request is approved by the PI unless notified otherwise. The email must contain the award number, the ARRA budget number, and the NetID of the additional Administrator(s).
Who do I contact with questions or concerns relating to my award terms and/or conditions?
All ARRA related questions should be directed to uw-arra@uw.edu.
Can my ARRA award have a budget number other than a 20 number?
All ARRA funded research projects will have a budget number of 20-xxxx. All ARRA funded capital projects will have a budget number of 40-xxxx. All ARRA funded state related projects and Loans and Scholarship related awards will have a 21-xxxx number. If you determine that your department has an ARRA award that was assigned a budget number other than specified above, please notify Grant and Contract Accounting (GCA) immediately. Once the ARRA budget is set up appropriately, GCA will work with the department to then transfer the expenditures off the incorrect budget to the correctly assigned ARRA budget.
What is a Prime Recipient?
Prime Recipients are non-Federal entities that receive ARRA funds as awards. The Prime Recipient is responsible for the reporting of all data required by Section 1512 of the Recovery Act.
Are foreign institutions eligible to apply for NIH Challenge Grants?
No, applications from foreign institutions are not permitted. In keeping with the purposes of the Recovery Act, applicants must be domestic institutions or organizations that are located in the 50 states, territories, and possessions of the United States.
How does the Office of Sponsored Programs (OSP) track ARRA awards?
The Office of Sponsored Programs (OSP) uses a naming convention for the short title to track all GC-1s and funding actions that are for ARRA funding. This naming convention is used for new proposals in response to ARRA funded programs and for proposals that were not for ARRA but the award includes ARRA funds. As awards come in, the OSP staff is trained to locate and identify funds that are stimulus funding, based on the terms and conditions, the award number and the CFDA number. The award is then handled by OSP's two ARRA specialists.
What is a Sub-Recipient?
Sub-Recipients are non-Federal entities that are awarded ARRA funds through an agreement with a Prime Recipient. Sub-Recipients typically receive a contract, grant, or loan from the Prime Recipient to support performance of a portion of an ARRA project or program. Sub-Recipients can have reporting responsibilities delegated to them by the Prime Recipient.
uw logo Grant and Contract Accounting
A Department of Financial Management
uw-arra@uw.edu
Modified: September 30, 2009
Webmaster: Al Larsen