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).

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.

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.

Special Bulletin- Oracle Shutdown/Upgrade PDF Print E-mail


Oracle/RF Business System Upgrade


Shutdown Period


The Research Foundation (RF) Business System and reporting environment will soon be upgraded to version R12. Oracle is the business system that houses databases and processes transactions for RF human resources, grants administration, and purchasing/payables. In addition to enhanced functionality, the upgrade transitions the PIAI and QuickView report applications to the new RF Report Center set to go-live on Monday, May 5, 2014.


The upgrade will require the RF Business System to shut down at the close of business on Friday, April 25, 2014, and remain down through Friday, May 2, 2014. During this shutdown period, Sponsored Programs Operations (SPO) will not be able to process RF transactions.


v Please refer to the schedule (below) of submission deadlines for processing of RF       transactions prior to the shutdown.

v To minimize delays or issues, you are encouraged to submit paperwork as soon as possible before the established due


Human Resources – contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it   or This e-mail address is being protected from spambots. You need JavaScript enabled to view it   at 878-4046


Due Date

Hourly Timesheets

For the period ending April 18, 2014 (will be paid on May 2, 2014)


 Tuesday, April 22, 2014

Appointment and Change Forms
The May 2, 2014 payroll will be run at the close of business
April 25, 2014.

Paperwork arriving after April 22, 2014, will not be processed until the next pay date, May 16, 2014.




Tuesday, April 22, 2014

Payroll Checks

Are available for pick up in the Sponsored Programs Human Resources office

Friday, May 2, 2014

Benefits Paperwork

Paperwork received after the due date will be processed after May 2, 2014


Thursday, April 24, 2014




 Purchasing/Payables - contact   This e-mail address is being protected from spambots. You need JavaScript enabled to view it   or This e-mail address is being protected from spambots. You need JavaScript enabled to view it   at 878-4144


Due Date

Direct Payment Vouchers and Purchase Orders


Campus Consultant Payments, Independent Contractor Payments and Participant Stipends


Travel Advances and Travel Reimbursements


Due to the time required to review transactions and complete processing in the Oracle system, you should strive to have your payment requests to the Sponsored Program office by the due date.


Anything received after Friday, April 11, 2014

cannot be guaranteed to be input prior to the shutdown.






Wednesday, April 9, 2014


New RF Report Center Dashboards


PI’s and administrators currently use PIAI and QuickView to check balances and monitor financial transactions on their award.  The upgrade introduces the New RF Report Center. This new tool will make it easy for faculty and staff to monitor awards, perform financial analysis, and to create financial status reports graphically. The chart below shows the new dashboard name related to the application you currently use.


Previous System Name

New Report Center Dashboard Name

PIAI (PI Award Interface)

RF Activity Interface Dashboard (RF AIR)

Quick View

Principal Investigator (PI) Dashboard


Users of PIAI and QuickView may continue to logon to these systems to view data
until May 2nd. However it is important to know the system will reflect data as of April 25. This inquiry access will be disabled on May 5th and system users will have access to the dashboards in the new RF Report Center. NOTE: access to current data will be available at the GO LIVE date of May 5, 2014.


Learn About the RF Report Center Dashboards


RF Report Center access and specific training information will be emailed to system users in the near future.  The Buffalo State training schedule will begin during the shutdown (April 28 – May 2, 2014).


Self-paced aids have been developed to provide guidance about accessing and navigating within the PI Dashboard and RF AIR. These tools are available on the RF Central website. Select the title of the item to access the link and display.



Sponsored Programs Communication

Sponsored Programs, SUNY Buffalo State

Telephone: 716-878-6700 #2

Last Updated on Wednesday, 16 April 2014 08:55