GRANTS AND FINANCIAL MANAGEMENT

Submitting a New Grant

Investigators planning new grant submissions should consult with the Center Grants Administrators, Deedee Correia and Mary Roy, at the earliest possible date - at least one month prior to the grant deadline. At this time you should provide them with the following information:

• Grant title
• Granting Agency and Institute
• Submission deadline
• RFA or PA number and/or web site (if applicable)
• Website with grant preparation instructions (for non NIH grants)
• Will the grant include subcontracts?

You will work with the grants administrators to determine a timeline for the submission of other critical components of the grant application. These may include:

• Budget and budget justification
• Key personnel
• Abstract
• NIH sections E & F (human and animal research subjects)
• Subcontract materials
• Consultant agreements
• Research Plan

As of October 1, 2003, all new grants will be charged an administrative fee to help cover the Center's costs for grants administration, financial management, and other center operations that are not funded via regular overhead mechanisms. The administrative fee is equal to 5% of the total direct costs for the grant annually. This should appear as a line item under "Other Expenses" in your grant budget.

The full text of all grants submitted by the Martinos Center will be entered in a Center-wide electronic grants archive. Center Administration and the Principal Investigator only will have access to these documents. For more information see Grants Archive.

Non-Competing Renewals / Progress Reports

Non-competing renewals (progress reports) for NIH grants are generally due three months prior to the start of the new budget year. Martinos Center investigators will receive a reminder from the Center grants administrators regarding non-competing renewals at least one month prior the deadline. A consult with Mary Roy should be arranged immediately.

A copy of the full text of the non-competing renewal should be submitted to the Center grants administrators for archiving.

Competing Renewals

Investigators will receive a reminder from the Center grants administrators regarding submission of competing renewals at least one month prior the resubmission deadline. At this time investigators should consult with Deedee Correia or Mary Roy to arrange a timeline for submission of the components of the grant proposal (see New Grants, above).

In addition, at least three months prior to the end of the final budget period, Martinos Center investigators are required to meet with the the Center financial manager, Monica Langone, to plan for expenditure of funds during the final months of the current grant period and interim funding until the project is renewed.

Subcontracts

Researchers from outside of MGH wishing to utilize the Martinos Center facilities may do so through a subcontract with the hospital. The PI of the subcontract must be a Martinos Center investigator with whom you are collaborating. The subcontract should include imager fees and administrative costs, as well as other costs such as equipment and salary support for appropriate study personnel based at the Martinos Center.

To arrange a subcontract with the Martinos Center, contact Mary Roy. The following information will be required:

• Subcontract budget and budget justification
• Project period
• Sponsor Agency and Institute
• Grant title
• Statement of work
• Name and contact information (address, phone, fax and email) of the official at your institution with whom the consortium agreement is to be established (if you are unsure, ask at research affairs or sponsored research)

*Special equipment needed for the proposed work (e.g. coils, stimulus presentation equipment) is to be included in the subcontract and has no associated indirect cost. Equipment included in the subcontract is owned by the subcontractor.

Letters of Support for Using Martinos Center Facilities

MGH investigators based outside the Martinos Center should contact Linda Butler, assistant to the Center Director to obtain a letter of support for the proposed use of Center facilities. Please provide the grant title, deadline, names of Martinos Center collaborators to be listed as key personnel in the proposal and your contact information including name, mailing address, phone, fax and email.

Fringe and Overhead Rates

(For the most up-to-date information see the MGH Research Management webpage.)

Fringe benefit rates on research funds effective October 1, 2004:

27% for weekly and monthly payroll (non-Harvard appointments)
30% for monthly payroll (Harvard appointments)
10% for Bulfinch Temporaries

Note: MGH Research Management is recommending that grant budgets for future years assume a 1% increase to the Professional and Non-Professional fringe rates for each of the next two years.

Indirect Cost Rates Effective FY04 – FY07

                                                FY03            FY04            FY05            FY06            FY07
On-Site Research (MTDC)            73%            73%            75%            75%            75%
Off-Site Research (MTDC)            22%            26%            26%            26%            26%
Harvard Research (MTDC)            63%            63%            63%            63%            63%
Industry Clinical Trial Rate     25% Total Direct Cost Base

*MTDC Base:  Total direct costs, excluding:  equipment costs; those portions of subcontracts in excess of $25,000; alteration and renovation costs; hospitalization and other fees related to patient care; charges for per diem animal care costs; and other hospital interdepartmental expenses.

Post-Award Financial Management

Investigators should meet with Monica Langone, the Center's Financial Manager, immediately upon receipt of award notice and regularly thereafter to plan and monitor account spending. In addition, elligible investigators should scrutinize monthly account statements using the Partner's Insight system. See Monica Langone for assistance.

At least three months prior to the end of the final budget period, Martinos Center investigators are required to meet with Monica Langone, to plan for expenditure of funds during the final months of the current grant period and to concider interim funding until the project is renewed.

Partners Travel Reimbursement Policy

The policies and procedures for reimbursable travel are described in the Partners Travel Reimbursement Policy (pdf).

NIH Grants Policy Statement

The NIH Grants Policy Statement is viewable here.

back to top