# Sponsored Research Office FAQ

**Source**: https://www.hbku.edu.qa/en/research/sro/faqs
**Parent**: https://www.hbku.edu.qa/en/research/sro

#### Pre-Award FAQs

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## Where can I look for funding opportunities?

The Sponsored Research Office (SRO) circulates a report on a monthly basis that includes external funding opportunities worldwide, where Qatar is also eligible to participate/apply. To access the latest issue – and the past funding opportunities - please click [HERE](https://www.hbku.edu.qa/en/research/sro/funding-opportunities).

## Who should I contact if I want to apply to external funding?

For any questions about the Pre-Award, please send a ticket by using the SRO [E-PORTAL](https://iprocess.hbku.edu.qa/workspace.aspx), and then selecting “Pre-Award”.

## Where can I fill in the proposal internal (PIA) form?

You can find and submit the PIA form on the SRO [E-PORTAL.](https://iprocess.hbku.edu.qa/workspace.aspx)

For any support and questions, please check the “Pre-Award PIA form User Guide” available at the SRO E-Portal or send a ticket (please select “Pre-Award”).

## Is there an internal document I can refer to when I apply to external funds?

The SRO drafted two internal documents, available [HERE:](https://www.hbku.edu.qa/en/research/sro/pre-award)

1. Pre-Award Procedures: it outlines the procedures that must be followed when applying for external research grants to ensure that research applications are accurate, complete, and processed in a timely manner.
2. Pre-Award Guidelines: it provides instructions and tools to aid the proposal preparation process as detailed in the Pre-award Procedures. This is to standardize best practices during proposal preparation and submission to any external funding opportunity. This document analyzes all steps of proposal preparation and submission; from the identification of the funding opportunity to the submission to the Sponsor, and the award announcement.

   Both documents apply to all HBKU faculty, researchers, students, and any other personnel seeking external funding for a research project.

## Are there any budget templates available?

Unless provided by the Sponsor, the SRO is providing a budget template (USD and QAR), available [HERE.](https://www.hbku.edu.qa/research/sro/pre-award)

## My application is at zero cost (no budget). Should I submit the PIA form to the sro?

Yes, the e-form should be duly filled in to get all necessary approval. It is also important to mention if there is any cost-sharing.

#### Post-Award FAQs

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## My project has been awarded, what are the next steps to move forward?

Once the project has been awarded, the LPI would need to complete the pre-funding requirements as per the sponsor’s guidelines.

Once done, a master agreement will be signed between HBKU and the sponsor. The project will be assigned to the PM at SRO who will send project activation details and documents to the LPI. This is to be fully aware of the process and steps to start project activities.

## When will the project be active?

The LPI would need to provide the approved “Award Internal Acceptance” form. The project status will change to “Active” by the sponsor and a start date will be provided.

The project manager will be assigned by the SRO for the project, and will share with the project lead the project activation details and documents. This is to be fully aware of the steps required to start the project activities. The project manager will also conduct a "one to one meeting" to answer and clarify any inquiries related to the project. The assigned PM will keep monitoring and tracking project expenses, work package milestones and issue a periodic report and highlight to the LPI any risk associated with the project.

## My project has been awarded and I have collaborators and co-funders. When will the agreements be signed in order for them to start working on the project?

Once the project is “Active” on the system, the legal focal person will begin working on the subawards agreements for the collaborators. For the co-funders (both in-cash and in-kind), there will be a separate type of agreement. The estimated duration for drafting and finalizing the agreements is six months. However, some cases may require more time.

We encourage LPIs to be involved with and help finalize the agreements on a timely basis by providing contact details and communicating directly with the PIs.

## Are budget changes allowed after the award is active?

If the LPI would like to request budget changes, or any type of change please revert to Appendix A – Change Request Matrix in "Post Award Procedures". For further inquiries, please contact the SRO PM to ensure it is in accordance with the sponsor’s requirements.

Any change request has to be approved by the project lead, and some type of changes will require approval by Lead Principle ED/Dean.

Please complete the “Change Request” form to finalize any changes and submit through SRO E-Portal (I process).

## Can we utilize the LPI/PIs personnel budget and use it to hire personnel with the grant?

If the grant rules allow for the moving of budgets, then yes. The budget under Key Investigators may be used to cover any deficit in hiring personnel under the grant. Please note starting from cycle 14 of NPRP and other equivalent calls free cash movement between the above categories. Within each personnel budget category, it is not allowed and it requires solid justification to obtain sponsor approval. In addition to that, a “Change Request” form is required with approval from the Executive Director/Dean of the concerned department before moving any budget.

## Can I hire a suitable candidate for the short duration of my project?

Yes, if the project has enough funds available and some tasks, as per project research plan, have not been yet completed, and if there are no specific restrictions mentioned in the sponsor’s guidelines. The LPI would need to complete a “Contributor’s Request” form along with a draft of the Short Term Assignment Agreement.

They would also need to provide the candidate’s CV and passport/QID. This is subject to HBKU HR’s approval and requirements.

## Are unspent funds carried over automatically into the next year for our award?

Depending on the terms of the award If it is done automatically then no action is required from the LPI’s side. However, if the sponsor requires the funds to be kept informed, then kindly coordinate with your assigned PM at SRO to inform the sponsor accordingly and make the necessary changes to better utilize the funds.

## My grant includes funds to provide for scholarships/tuition or stipend waivers, what should I do?

Depending on the sponsor’s requirements; if the grant includes funds for hiring a graduate student, then please contact the SRO assigned PM to better guide you.

The LPI is required to provide the candidate’s Admission Letter, Proof of Scholarship (if any), and complete the Graduate Student Assignment Agreement for covering tuition or stipend etc. For more details on students legibility and entitlements, please read the graduate students employment under Sponsored research Grants policy. [Learn More](https://www.hbku.edu.qa/research/sro/post-award)

## Invoicing: How will my subaward be reimbursed and who handles the billing?

First, the subaward agreement should be fully signed and executed to reimburse the collaborator. Then, the collaborator should invoice the project’s actual expenses from the effective date of the agreement. Kindly ensure that all supported documents for expenses at the billing period are provided as per the invoicing and payment terms stated in the subaward agreement.

After all, the Grants Finance team will review and validate all documents provided by the collaborator. If the documents are accurate and sufficient, they will process the payment and sign the Work Completion Certificate by the Project lead.

## Can I use Indirect Cost to cover some of the expenses for the project?

No, usually indirect costs are not used to cover any direct expenses related to the project (such as equipment, personnel, travel, miscellaneous expenses, etc.).

## What is effort reporting? And what documents are required to do so?

Each LPI is responsible for ensuring that the work being conducted by each personnel is at the same level as proposed in the awarded grant against approved work package and deliverable sets forth in approved research plan. This includes all the PIs and hired personnel on the grant. Timesheets need to be filled on a monthly basis for graduate students, and every 3 months for other teams through timesheets on SRO E-Portal (I process).

## How do I begin spending on the project, once it is awarded and active?

Spending can be categorized as Personnel cost, Equipment & Consumables cost, Hiring cost, Miscellaneous costs, and Travel costs. For any expenses to be incurred, the request has to go through the SRO office. All relevant documents can be found in the 'Post-Award' > 'Award Management' section of the website. Kindly raise a ticket with the SRO office through SRO E-Portal (I process) to ensure the correct documents are being used for specific requests.

## How do I know how much is spent on my project and the remaining balance in the project account?

The SRO project manager will share with the LPI a financial report every 6 months of the project timeline through the SRO-I process. It will include information on approved budget, installments received, actual and committed expenses along with the available balance budget category wise.

## I have additional expenses to add on my grant and I don’t have sufficient funds available.

All spending made under the grant should be within the “period of performance” which is the start and end date of the project. Any expenses exceeding the awarded amount will not be covered from the grant. Therefore, those expended funds must be charged against the LPI’s home department. If your entity is willing to provide cost sharing, kindly inform the SRO PM ahead of time to add it officially to the project.

## How do I request for a No-Cost Time Extension (NCTE) for my grant?

The NCTE is initiated by the LPI and the request is shared with the Assigned SRO project manager through the I process. Requests should conform to the sponsor’s requirements and guidelines provided. The LPI would need to fill in the “Change Request” form and provide a solid justification for the extension.

The SRO PM will raise the request and upon approval from the sponsor, the LPI may then continue their tasks until the revised award end date using the remainder of the project budget. Please note that for each sponsor and program, the timeline to request an NCTE varies. So please ensure to submit requests at least 90 days in advance.

## How can I submit a change request on the project?

If circumstances require a change request, the LPI shall submit a “Change Request” form within the first three months of the start of each project year. Submission can be to the PM at SRO through SRO E-Portal (E-processing) using "Change Request Type" and attaching the completed and signed form of change request.