Staff and Agency Responsibilities:

David Schmidt, Manager, Grants & Contracts Administration
    Room 100  Twamley Hall      701-777-2505
    (davidschmidt@mail.und.nodak.edu)  

Wayde Anderson, Grants & Contracts Officer
    Room 100  Twamley Hall      701-777-6739
    (waydeanderson@mail.und.nodak.edu) 
• Department of Energy EERC Base and JV and JV Matching
• Private Industry - For Profit sponsors
• All North Dakota Department of Human Services 

Chassi Herman , Grants & Contracts Officer
    Room 100  Twamley Hall      701-777-0771
    (chassiherman@mail.und.nodak.edu)
• National Science Foundation
• State of North Dakota funding that is Non-Federal
• Non-Federal Fixed Price Contracts
• Foundations  
• Voluntary Health Organizations
• Department of Energy EPSCoR
• National Endowment for the Humanities and Art and North Dakota National Endowment for the Humanities and Arts 

Sally Horner, Grants & Contracts Officer
    Room 100  Twamley Hall      701-777-4152
    (sallyhorner@mail.und.nodak.edu)
• Department of Health and Human Services, (including the National Institues of Health (NIH), Indian Health Services (IHS), Health Resources & Services Adm. (HRSA), Food and Drug Administration (FDA), Center for Disease Control & Prevention (CDC), Administration on Aging (AoA) ...) excluding DHHS Flow Through for which you can contact Christin Nelson
• EPSCoR including NSF, NIH, EPA, and related EPSCoR match
• Department of Homeland Security, North Dakota Dept. of Emergency Management 

Tom Miller , Grants & Contracts Officer
   Room 100  Twamley Hall      701-777-0770
    (tommiller@mail.und.nodak.edu)
• Department of Education  
• Department of Defense (Army, Navy, Air Force, ...)
• DEPSCoR
• Federal Fixed Price Contracts and Cost Reimbursable Contracts
• Private Other - Non-Private Organizations - Cost Reimbursable Agreements (including the City of Grand Forks, American Chemical Society, Grand Forks City, ...)

Christin Nelson, Grants & Contracts Officer
    Room 100  Twamley Hall      701-777-6738
    (christinnelson@mail.und.nodak.edu)
• Department of Transportation (Fed. Aviation Adm., Fed. Hwy. Admi., ...) 
• Department of Health and Human Services Flow Through (excluding ND Human Services)
• Small Business Administrations
• NASA Goddard, NASA EPSCoR, and the related NASA Goddard EPSCoR match
• General Service Administration (GSA)
• Department of Commerce (EDA, NOAA, ...)
• North Dakota Water Research Institute

Kim Keeley , Grants & Contracts Officer
    Room 100  Twamley Hall      701-777-4146
    (kimkeeley@mail.und.nodak.edu)
• Department of Energy excluding EERC Base and JV
• National Aeronautics Space Administration (Ames, Glenn, Johnson, Kennedy, Langley, Marshall, Dryden, Stennis, ...)

Marsha Tonder, Grants & Contracts Officer
    Room 100  Twamley Hall      701-777-4822
    (marshatonder@mail.und.nodak.edu)
• Environmental Protection Agency
• Department of Justice
• United States Department of Agriculture
• Department of Interior (including the US Fish and Wildlife, US Geological Survey, Bureau of Reclamation, Bureau of Indian Affairs, National Parks, ...)
• All other cost reimbursable Federal Grants/Cooperative Agreements such as Department of Labor, Corp. for National and Community Service, Department of Housing and Urban Dev., Department of State, Social Security Adm., US Agency for International Dev., ...) 

Katrina Landman, Account Tech
     Room 100 Twamley Hall      701-777-4198
     (katrinalandman@mail.und.nodak.edu)

Matching funds reside with the Grants & Contracts Officer that has the primary Federal funding.  Federal Flow Through follow the Federal Agency with the exception of Department of Health and Human Services.

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Roles & Responsibilities:

The financial administration of extramural support received by the University for research, service and instructional programs is the responsibility of the GCA office.

Grants and Contracts Administration
As early as possible in the grant/contract cycle, a specific grants officer from the GCA staff is assigned to be involved in all aspects of the funding cycle for a particular award, including proposal preparation, award negotiation, monitoring, and reporting (see section in Administrative Manual entitled "Extramural Support for Research and Academic Programs").  The assignment of a grants officer is made based on the identity of the potential sponsor, i.e., federal, commercial, foundation, and the type of agreement cost reimburseable or fixed price, etc.

Proposal Preparation
Once a faculty member has made the decision to submit a proposal to an identified sponsor and initiates discussion with Research Development and Compliance (RDC)/Grants and Contracts Administration, a grants officer is assigned to assist in the financial aspects of the submission.  This includes providing consultation on preparing the budget, identifying potential problems in the financial administration of the proposed project (and options for addressing these problems), identifying appropriate sources of cost share (all cost share is mandatory), and interpreting sponsor guidelines.

Proposal Review
All proposals for extramural support must have a financial review by a grants officer before they are signed by an authorized official of the University.  A checklist is attached to the reviewed proposal informing the authorized official that the financial review has been accomplished.  The proposal is then walked to RDC for completion of the administrative review process.

Award Negotiation
A financial officer of the University (grants officer) should be consulted and/or participate when a grant or contract is negotiated.  The negotiation process is usually initiated by the potential sponsor.  Items to be negotiated might include, but are not limited to, scope of work, cost, timing, or other financial considerations.  Only an authorized official of the University has the authority to make commitments on behalf of the institution.  RDC maintains a current list of those authorized to sign on behalf of the institution.

Approved Awards
Upon notification of a funded award (usually from the sponsor), the grants officer will assign a university fund number for use on all transactions for this award.  The Principal Investigator (PI) is responsible for ensuring that the costs incurred on the fund are, in fact, relevant project costs.  All grant and contract expenditures must be made according to University policy and/or the terms and conditions of the award.  The more restrictive policy/condition shall govern. Please see appropriate sections of the Administrative Manual for procedures relating to purchasing, payroll, accounting, etc.  In addition to assisting the PI in financial monitoring, the grants officer is responsible for preparing the official financial reports including billings/expenditure reports.  This is usually coordinated with the technical report, which is prepared by the PI. 

Project Changes and/or RebudgetingThe approvals required for changes to existing awards are determined by the terms and conditions of the award.  All PIs are furnished with a copy of the award document; however, assistance in both interpretation of the terms and conditions of the award and contact with the sponsor is available by contacting the GCA office.  Project changes and/or rebudgeting may require prior approvals from either the sponsor or the institution.

Once the appropriate level of approval has been determined, the grants officer will assist in obtaining the approval. Please note that additional lead time may be necessary if sponsor approval is required.  Planning should include enough time for the sponsor to respond to the request.

Monitoring Existing Awards
The GCA office is responsible for maintaining the Sponsored Programs Accounting and Reporting System (SPARS) for the University.  SPARS utilizes data from the University accounting system and enables the GCA office to provide financial information to PIs on a regular basis.  A PI report, which is a summary of budget and expenditures by fund number, is sent out each month.  Supporting detail for the summary (salaries, purchase orders, and detail of other payments) is also provided.  Summary-level reports of the sponsored program activity are also sent to deans and department chairpersons. Any questions regarding the content or format of these reports should be directed to the GCA office.  In addition to the monthly reports that are available, on line capability exists to access more current information between report dates.  If a need exists for such an update, please contact the appropriate grants officer or call the GCA office.

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