Buffalo State College, Office of Sponsored Programs

Submitting a Proposal

The Pre-award and Contracts office is where you begin the proposal submission process.  Assistance is available in finding funding sources, proposal preparation and submission, and negotiation and acceptance of an award.  Meeting with a member of the pre-award staff is recommended when beginning to search for funding sources.  A proposal process flow-chart (see below) has been created to help you understand the steps involved in proposal preparation, including completion of the "routing sheet".  The Pre-award office is the responsible party for all electronic transmissions of proposals.

If you are offered an award, Carol Darstein will be your contact person for negotiation and acceptance of an award.  Only the Research Foundation office can obtain the approvals and signatures necessary for acceptance of an award – all grants/contracts are awarded to the Research Foundation of SUNY on behalf of Buffalo State; they are not awarded to the individual faculty member.

Business Applications

We provide an infrastructure that facilitates streamlined processing of business records and requests. This web site serves as the gateway for this initiative. Our goal is to provide Buffalo State with the tools and administrative services necessary to foster grant-sponsored activity within our campus community. Here you will find electronic forms to facilitate your requests, along with links to the Research Foundation Central Office's business applications (login required).

Managing My Grant

The Principal Investigator (PI) is responsible for the overall management of an award through the life cycle of the sponsored project.  It is the PI’s  job to insure that the deliverables outlined in the Scope of Work of the proposal are completed on time and within the project budget.  The PI will also

While this all might seem a bit daunting to even the most seasoned PI, rest assured that the Research Foundation, which has overall fiduciary responsibility for all externally funded projects on campus,  is available to provide you with information and assistance.  The Grants Management, Purchasing Services, and Human Resources departments are all available to help to navigate through all of the administrative details of an award and thereby help to insure compliance with the contractual, regulatory and statutory provisions on the grant or contract.


Regular employees and student employees of the Research Foundation (RF) have paperwork to complete when hired. Prior to employment a background check may be required when a position is accepted. When employment begins, the RF must verify eligibility for employment in the United States, using an I-9 form. Employees must prove eligibility by presenting acceptable documentation such as a drivers license and social security card. On-campus employees may complete the I-9 at the RF Human Resources (HR) office in Bishop Hall B-14. Off-campus employees will be able to fill out the form and have it verified by the off- campus office of the sponsored program where they are working. Once hired on to a sponsored program of the Research Foundation, the sponsored program Principal Investigator (PI) or staff will be completing an Employee Assignment Form. Additionally, the employee will need to complete federal and state tax forms, an Employment Application, and a form that provides the HR office with contact information and an emergency contact.

If employed in a regular, non-student assignment for .5 FTE (half time) or more, the employee may be benefits eligible and will accrue leave. The RF salaried payroll and hourly payroll are scheduled on a biweekly basis on Fridays. Regardless of employment status employees are responsible to submit an attendance report on a biweekly or monthly basis.

As an RF employee it is your responsibility to adhere to the policies of the RF as well as the policies and procedures of the sponsored program in which you are working. The RF Human Resources staff is ready to assist with all employment related needs.

OMB Guidance Changes Allowable/Unallowable Charges PDF Print E-mail

Attention: PI's, CO-PI's, Deans, Department Chairs

The new OMB Uniform Grant Guidance became effective December 26, 2014. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) of the Guidance contains significant changes regarding the allowability of general purpose costs or costs not normally associated directly with research activities. For instance, the guidance no longer allows for the purchase of food and beverages for general staff meetings. The only time these costs are allowable is if the purpose of the meeting is to disseminate technical information beyond the recipient entity.

Please read the document and review the allowability chart carefully. If you have any questions, you may contact Donna Scuto at This e-mail address is being protected from spambots. You need JavaScript enabled to view it or at 878-6700, option 5.

Please Note: To keep individuals apprised of the many important changes of the OMB Uniform Guidance and how changes will impact operations at Buffalo State, Research and Sponsored Programs will continue to communicate information by email. Your attention to the multiple details is appreciated.


Last Updated on Monday, 26 January 2015 12:03
IMPORTANT & ESSENTIAL NEWS January 2015 PDF Print E-mail

All Project Investigators, Co-Investigators, and RF employees:

View the January 2015 issue of Important & Essential News

In this Issue:

Grant Administration

• Important changes related to the new OMB Guidance effective 12/26/2014


• New Mileage Rates 1/1/15

Human Resources

• Employee Self Service using Internet Explorer Browser
• Pay Card vs Paper Check
• Timely Submission of Attendance Reports

Sponsored Programs

• Email Address Change

Please Note: To keep individuals apprised of the many important changes of the OMB Uniform Guidance and how changes will impact operations at Buffalo State, Research and Sponsored Programs will continue to communicate information by email. Your attention to the multiple details is appreciated.

Last Updated on Tuesday, 27 January 2015 09:23