Grant Administration
Have or administer an existing JSMF grant? You're in the right place.
Frequently Asked Questions
Budget QuestionsQ. I need to move funds from one budget category to another, is this possible?
Q. Are relocation costs for a researcher working on a JSMF grant an allowable budget item?
Other Questions
Q.What are the reporting requirements for an invention / patent from JSMF sponsored research?
Q. Can the grantee institution reallocate funds for only a one-year period or does the Foundation allow for the reallocation of funds for two years or more?
A. Yes, the grantee institution can request that funds be reallocated by spreading certain amounts over the entire grant period--whether it is one, two or three years--if desired. The term should be clearly communicated in the request letter to the Foundation.
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Q. I have a three year grant but for a variety of
reasons will not expend all grant funds before the official termination
date, what can I do?
A.You can submit, in writing, a request for a "no-cost extension" and extend the life of the grant. You should submit a brief explanation of why the extension is requested and a revised budget detailing how the funds will be expended. Extensions are granted on a case-by-case basis and cannot be formally requested until three months prior to the close of the grant.
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Q. I need to move funds from one budget category
to another, is this possible?
A. Changes in the approved budget that exceed 25% must be submitted to the Foundation. Changes are approved on an individual basis. For more information click here.
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Q. Now that my grant year is closed, I have unexpended funds from this year. Can I carry over funds to my next grant year, and do I need approval from the Foundation?
A. If funds remain at the close of a grant year that the grantee institution wishes to use for successive years, JSMF allows the automatic carryover of unused funds to the next budget year.
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Q. I have recently received a postdoctoral fellowship award from another agency that will help pay for a part of my salary that was originally to be paid by JSMF entirely. I know that I am allowed to keep both the fellowship award and the JSMF award, but do I need to clear the budget change through JSMF? Can I re-budget the money that will not be used in salary for other costs I would now like to include?
A. Yes, JSMF must be informed of major changes to approved budgets. The Foundation approves salary payments based on the maximum amount allowable by the grantee institution for that position level. A request of this nature should be submitted to JSMF, authorized by the grantee institution, and similarly phrased as follows: "I am currently receiving $XX from my JSMF Grant # ____ under the [type of program grant] for salary as a postdoctoral fellow. I have recently received a fellowship from [other granting agency] that will pay me $XXX as salary. The maximum salary for a post doc at my level at [grantee institution's name] is $XX, so I would like to accept the fellowship paying me $XX and use the remaining JSMF funds for [state how you would like to use the funds]. JSMF will send the approval notification via email.
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Q. Is the grantee's Researcher obligated to spend all the money allocated in a given year of the grant in addition to funds carried-over from previous years during the final year of the grant? Must the funds not spent be returned to the Foundation at the end of the grant period?
A. If the Researcher has found that there are funds remaining that have not been spent in the final year of the grant, whether they are the result of under-budgeting or carryovers, JSMF gives two options. The grantee institution can request a no-cost extension of the grant period to continue the research and spend the extra funds, or return unused funds to the Foundation in order that the grant can be closed. Please see the procedure for Requesting a No-Cost Extension.
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Q. I would like to make a change to my approved budget because I found a cheaper price for equipment that I scheduled to purchase during a different grant year in my approved budget, but want to buy it now to get a better price. What do I need to do?
A. The grantee institution should send a fund reallocation request for what you propose to change and why, using your approved budget figures.
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Q. I would like to request an extension, but am unsure of how much time I will need to complete my research. Do you need a very specific "end date" or will the Foundation accept a more general end date for the extended period?
A. Yes, a specific "end date" is needed because it will replace the existing "end date" on the grant award contract and other grant records maintained by JSMF. General end dates are unacceptable. Typically, no-cost extension terms granted by the Foundation are three month, six month, or one year periods.
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Q. I have been awarded a postdoctoral fellowship
or a postdoctoral training grant and I have just accepted an assistant
professorship, can I transfer my grant?
A. Generally, training grants are awarded to an institution to support an individual's research and training with a sponsor or mentor in a specific intellectual environment. Accepting an assistant professorship implies the individual is no longer "in training" at the institution awarded the grant.
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Q. What are the reporting requirements for an invention / patent from JSMF sponsored research?
A. JSMF currently has no policy regarding rights to patents, inventions, or publications resulting from supported research.
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Q. Are relocation costs for a researcher working on a JSMF grant an allowable budget item?
A. Relocation costs are not a direct cost of the research and are not allowable expense.
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