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.

Research Incentive Program PDF Print E-mail

The Research and Creativity Council Incentive Program is accepting applications until 4:00 p.m. on January 20, 2016, for funds to promote faculty creativity and research. Please submit applications to the Sponsored Programs Pre-Award and Contract Services Office in Bishop Hall 24. Three council members have been appointed to review all applications received by the above deadline.

Incentive funds administered by the Research and Creativity Council are intended to promote faculty creativity and research. Their ultimate goal is to generate additional funded programs. One year after receiving an incentive award, the recipient is required to submit a report documenting the use of the funds. You are then required to submit a grant proposal within the following year to an outside sponsoring agency through the Sponsored Programs Pre-Award and Contract Services Office. Submitting a proposal through the College Foundation does not meet this requirement. Recipients are also obligated to participate in the Faculty and Staff Fall Forum, which takes place in October.

Expenditures considered for support under this program include travel to consult with a funding source, secretarial assistance, student assistance, consultation with grant specialists, preparation of specialized support materials for proposal (e.g., graphs, drawings, resource books), release time, and any other expense that can be justified. Funds cannot be requested for the purchase of computers, laptops, etc. Also, it is not the council's intention to directly pay an individual for writing a proposal.

View the Research Incentive Application.

Important and Essential News October 2015 PDF Print E-mail


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

View the October 2015 of  Important and Essential News.

In this Issue:


  • Business Purpose Documentation Requirement

Grant Administration

  • Award Closeout Procedure
  • Report Center Training


Human Resources

  • Benefits Open Enrollment
  • TIAA/CREF REtirement Planning
  • Paycheck Alternative - KeyBank Card
Last Updated on Monday, 16 November 2015 14:34
Quick Guide to Uniform Guidance for PI's PDF Print E-mail

The Office of Management and Budget (OMB) has combined many federal circulars into a single guidance document known as Uniform Guidance (Guidance, UG), or 2 CFR 200, that can be used by all agencies.  These new regulations became effective December 26, 2014.

A PI Quick Guide to Exceptions has been prepared. To learn more about major changes in the uniform guidance affecting Proposal Budgets and Charging of Direct Costs on Federal and Federal Flow-through Projects select the link below.

Quick Guide to the Uniform Guidance (.pdf)

Last Updated on Friday, 17 April 2015 10:10