We are developing an infrastructure that allows for the migration of many of our business processes to an electronic data processing system, complete with electronic form submission and digital signatures. This web site serves as the gateway for this initiative. Our goal is to provide Buffalo State College 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).

For help in linking your RF portal account to the Oracle Business Applications, and for a review of the reformatted layout of the PIAI screen, download this presentation.

The Pre-award and Contracts office is where you begin the proposal submission process.  We will assist you in finding funding sources, proposal preparation and submission, and negotiation and acceptance of an award.  We recommend meeting with a member of the pre-award staff when you want to begin searching for funding sources.   During that initial meeting, you can register for our SMARTS service, a daily e-mail process which sends you opportunities of interest.  During proposal preparation we can assist in a variety of ways – we’ve created a proposal process flow-chart to help you understand the steps involved, including completion of the "routing sheet".  Among the services we offer are preparation of budgets, editing of narratives, and completion of all forms necessary for submission.  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 the College; they are not awarded to the individual faculty member.  It is also important to clarify the roles of the Research Foundation and the Buffalo State College Foundation. Typically the College Foundation solicits and administers gifts and endowments to the college which require no sponsored program activities.  See "Where to Route a Funding Request".

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

• be responsible for all activity on the award.
• be required to approve and submit the appropriate forms to obtain goods and services, or to hire and maintain project staff.
• be required to comply with sponsor regulations and Research Foundation grants management policy.
• retain appropriate records, prepare and submit progress and technical reports required by the sponsoring agency,
• assist in the final close out of the award at the end of the project period,
• participate in audits should it become necessary,
• adhere to all federal research compliance regulations.

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 payroll is scheduled on a biweekly basis on Fridays. Regardless of employment status employees are responsible to fill in 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.