PROCEDURES FOR GRANT AND GIFT PROCESSING

There are two main sources for requesting external support: grants and gifts. The Office of Grants is responsible for securing support for programs which are consistent with the University's mission. "Grants" are awards which typically require the recipient to report results of their project or program on a regular basis as well as specific expense and budget related expenditures, including all faculty-originated projects involving research, scholarly or intellectual activities.

The Office of Development is responsible for all gifts to the University. Gifts may be in the form of cash or gift-in-kind (art objects, equipment, securities, real estate, service, etc). In the state of North Carolina some gifts are referred to and may be reported as grants. The Office of Development and the Office of Grants work closely to assist in determining and working with such gifts.

All requests for gift support must go through an approval process which requires the filing of particular forms and securing of written approvals at least ten working days priorto the submission of any proposal. These approvals must be obtained, whether the solicitation is to be written or verbal.

Faculty members wishing to secure grant support should schedule an appointment to speak with the staff of the Grants Office, if needed. Complete information on the grant process, approval forms, and assistance in the preparation of proposals and budgets are provided. The "Guide for External Program Support" presents a more detailed explanation of the grant-seeking process. A copy of the guide is in each department.

Faculty members wishing to submit gift proposals to individuals, corporations or foundations must contact the Office of Development for information regarding the approval process as well as advice and support. Unlike many federal or state grantors, most donors will not accept more than one request for support from the same institution at the same time. The Office of Development provides coordination in the presentation of proposals to help make it more likely to have funding awarded.

The general criteria that must be considered in the development of proposals are:

·Adequate budgetary support, both direct and indirect, is to be provided by the funding agency and other appropriate sources, and no unauthorized obligations are to be assumed by The University of North Carolina at Pembroke.

·All sponsored programs and projects must be compatible with the overall mission of The University of North Carolina and UNC Pembroke.

·Projects and proposals must be consistent with all pertinent University policies and regulations.

·The principal investigator (s) of a grant must report multiple-year grants to the Grants Office by forwarding a copy of the yearly awards letter as soon as it is received.

·The Office of Development must be immediately notified of the receipt of or intent to award all gifts from individuals, corporations and foundations. Notification of the receipt of a gift will come from the Office of Development as soon as official communication of this fact is received from the donor.

·All funds received as grants or gifts must be distributed in accordance with the federal, state, and local regulations governing such disbursement. No expenditures will be authorized until the gift, or the notice of grant award has been received and the approval of the Vice Chancellor for Business Affairs has been obtained.