UW Research

Guidelines for RRF Grants

The following information includes the steps that must be taken before funds will be released, rules regarding budgets and expenditures, instructions for preparing the final grant report, and closing procedures.

Upon Receipt of the Award

ALL of the following items must be completed and submitted BEFORE funds will be released:

1. Prepare a revised budget following the Budget and Expenditures guidelines provided below. The budget total must equal the dollar amount listed in your award letter — no higher, no lower. (RRF Scholars SHOULD NOT include replacement salary costs.) Follow the format used for the original proposal budget (meaning the detail of each budget category is listed). If your revised budget is identical to the budget you originally submitted with your proposal, please confirm this in writing. Also, list a 12 or 24 month budget period that you would like for your award; budgets must begin on either the 1st or the 16th of the month. When selecting your budget period, keep in mind that 24 months is the maximum allowed; thus, if you choose 24 months, you may not request an extension.

2. If the proposal involves the use of human and/or animal subjects, submit documentation showing that your RRF proposal has been reviewed and approved by the Human Subjects Division and/or the Animal Care Committee. For IRB approval, please submit the cover page with the approval signature and the page that specifically references the RRF as the funding source. Alternately, if your department is using the Zipline system for new IRB applications, please download and email us the approval letter which will already list the RRF as a funding source. For IACUC, please submit the approval letter specifically directed to the RRF program. If the RRF project is to be appended to a previously approved protocol, documentation must indicate that the RRF project has been so approved; this requires submitting a modification form. The RRF must be added as a funding source. NOTE: RRF funds WILL NOT be released until all approvals are in place.

3. The PI must send an email verifying that the RRF award does not directly overlap funding from other sources.

Send items 1 through 3 to  Karen Luetjen (luetjen@uw.edu), Office of Research, Box 351202, by the date specified in your award letter. We realize that if your project requires human subjects and/or animal care approvals, those documents might arrive late.

Budget and Expenditures

1. The following budget items are NOT ALLOWED:

  • More than two months of summer salary for the PI and/or Co-PI(s). UW rules state that summer salary for faculty on 9-month appointments should not exceed 2.5 months total from all funding sources. Therefore those with other summer salary funding must adjust their RRF salary such that the total amount does not exceed 2.5 months. 12-month faculty are also limited to two months of salary. Faculty may not request salary for periods when they will be on sabbatical leave.
  • Faculty salary for anyone other than the PI and/or Co-PI(s), including acting, affiliate, temporary, or visiting faculty.
  • Facilities renovation, routine secretarial charges, membership fees, and subscriptions.
  • Conference travel and registration fees are not allowed.

2. The following require the prior written approval of the Office of Research:

  • Any rebudgeting of the faculty salary category.
  • Equipment (both capitalized and non-capitalized), if not in the approved budget.
  • Travel, if not in the approved budget.
  • Any additional item not listed in the approved budget.
  • Budget shifts between approved items that exceed 25% of the total award amount. (See number 3 below).

3. With the exception of the categories listed above, the RRF program allows the PI to rebudget up to 25% of the total award amount between items listed in the approved budget. For example, if a PI has a $20,000 approved budget for graduate student salary/benefits/tuition, chemicals/glassware, and animal expenses, he/she may rebudget $5,000 between these approved items. The PI may NOT purchase/hire/expense any additional item without first obtaining approval from the Office of Research.

4. If you initially requested a 12 month budget period, you may request a no-cost extension of up to 12 months; the maximum allowable budget period is 24 months. All extension requests must be adequately justified and you should also disclose any current deviations from your approved project budget that are beyond those allowed under the program rules. In addition, all compliance approvals (IRB, IACUC, SEC, and/or SFI/FCOI) must be up to date. Your extension request should include both the study/protocol number and the end date of your IRB and/or IACUC approval. Your no-cost extension will not be approved until SFI/FCOI disclosures (and updates to disclosures) are documented in FIDS; once you have completed this task, you can confirm the current status on the PI, Personnel, & Organizations page of the associated eGC1. Requests for rebudgeting and extensions, with appropriate justification, must be submitted in writing to Karen Luetjen (luetjen@uw.edu).

5. RRF awards may not be used to supplement other funding. The RRF Program Chair must be notified if other funding is received for the same project during the award period and may cancel the RRF award if the overlap is significant.

6. RRF funds must be used solely to support the project approved by peer review and may not be used to support any other research project; prior approval is required for any significant change in the research plan.

Upon Completion of the Award Period

1. At the end of the award period, a final report is required. This summary should be confined to two (2) pages and should include the following:

  • The work accomplished;
  • The impact of the award;
  • Further funding or proposals that have resulted from this work;
  • Any publications that have resulted or are expected. Funding from the RRF should be acknowledged in publications, and reprints should be submitted to the Office of Research.

In addition, please provide a final summary of expenditures, grouped by object code, on a separate page. Justify or explain:

  • Any rebudgeting of the faculty salary category;
  • Equipment purchases (both capitalized and non-capitalized), if not in the approved budget;
  • Any travel, if not in the approved budget;
  • Any additional item not listed in the approved budget.
  • Budget shifts between approved items that exceed 25% of the total award amount.

Include a copy of the final Budget Summary Report (with sub-object codes) from My Financial Desktop. Note: any remaining encumbrances must be liquidated.

The final report should be submitted no later than six weeks after the award budget end date. Send an electronic copy of all materials to Peter Wilsnack at doogieh@uw.edu.

2. When the Office of Research has reviewed and approved your final report and summary of expenditures, you will receive an approval email. After verifying that all expenses have cleared the budget, either the PI or the department administrator should forward the approval email to Grant and Contract Accounting (gcahelp@uw.edu) to request that the award budget be closed. Alternately the PI or department staff may copy and paste the full text of the approval email into Grant Tracker. GCA will want verification that both the PI and the Office of Research have approved closing. Please note: You SHOULD NOT request closing until you receive an approval email from the Office of Research. Any funds not spent or unencumbered at the end of the award period shall be automatically returned to the RRF. All overexpenditures shall be the responsibility of the PI and the PI’s department; please provide GCA with a departmental budget number to which the overexpenditures may be transferred.

3. A faculty member who has been funded by the RRF will not be eligible to compete again until two years after the previous RRF award has expired and the final report has been submitted.

4. The final report is a requirement of the RRF program. If we do not receive the report, the grant funding may be subject to recall.

5. The Office of Research is interested in any comments on the program or ways in which it could be improved.