[{"id":34226,"date":"2015-09-30T20:38:55","date_gmt":"2015-09-30T20:38:55","guid":{"rendered":"https:\/\/umwprovoststg.wpenginepowered.com\/grantsoffice\/?page_id=34226"},"modified":"2026-06-15T13:59:52","modified_gmt":"2026-06-15T17:59:52","slug":"grants-involving-foreign-institutions-or-vendors-as-subawardees","status":"publish","type":"page","link":"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/grants-involving-foreign-institutions-or-vendors-as-subawardees\/","title":{"rendered":"Grants Involving Foreign Institutions or Vendors As Sub-awardees"},"content":{"rendered":"
<\/div>
external grants and funding<\/div>

Foreign Institution or Vendor Sub-awardees<\/h1><\/div><\/div><\/div><\/div><\/section>

Grants Involving Foreign Institutions or Vendors as Sub-awardees<\/h2>

In general, foreign individuals and businesses are subject to US tax at a 30% rate on income and\/or reimbursements they receive from US sources. However, foreign individuals or businesses who wish to claim various exemptions from this withholding and to notify UMW of their foreign status are required to file a Withholding Certificate Form. These forms can be found on the IRS website<\/a>.<\/p>

In order to receive payment from UMW, a foreign individual or business must complete the appropriate form and mail it to University of Mary Washington, Accounts Payable, 1301 College Avenue, Fredericksburg, VA 22401.<\/p>

A completed and signed W-8 form from our foreign vendors is required, whether UMW pays by wire or by check.<\/p>

Contact Accounts Payable <\/strong>at 540-654-1226 or payables@umw.edu<\/a> AT LEAST ONE MONTH in advance<\/strong> of having a foreign vendor or non-resident alien work as a subcontractor on a grant awarded to UMW, provide a lecture or other service to UMW, or to request a reimbursement from UMW. Contact Accounts Payable for additional information or assistance.<\/p>\n","protected":false},"excerpt":{"rendered":"

Grants Involving Foreign Institutions or Vendors as Sub-awardeesIn general, foreign individuals and businesses are subject to US tax at a 30% rate on income and\/or reimbursements they receive from US sources. However, foreign individuals or businesses who wish to claim various exemptions from this withholding and to notify UMW of their foreign status are required […]<\/p>\n","protected":false},"author":2031,"featured_media":0,"parent":6134,"menu_order":28,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-34226","page","type-page","status-publish","entry"],"yoast_head":"\nGrants Involving Foreign Institutions or Vendors As Sub-awardees - External Grants and Funding<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/grants-involving-foreign-institutions-or-vendors-as-subawardees\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Grants Involving Foreign Institutions or Vendors As Sub-awardees\" \/>\n<meta property=\"og:description\" content=\"Grants Involving Foreign Institutions or Vendors as Sub-awardeesIn general, foreign individuals and businesses are subject to US tax at a 30% rate on income and\/or reimbursements they receive from US sources. 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Access Requirements for Federally Funded Research"},"content":{"rendered":"<?xml encoding=\"utf-8\" ?><section class=\"wp-block-umw-hero alignfull umw-custom-block umw-hero umw-hero--dark-text umw-hero--media-float-right umw-hero--white umw-hero--with-no-media\"><div class=\"umw-hero__inner\"><div class=\"umw-hero__media\"><\/div><div class=\"umw-hero__title\"><div class=\"container\"><div class=\"umw-hero__title__wrapper\"><div class=\"umw-hero__eyebrow\">Public Access Requirements<\/div><h1 class=\"umw-hero__title__header\">Federally Funded Research<\/h1><\/div><\/div><\/div><\/div>\n<div class=\"wp-block-umw-hero-ctas alignfull\"><div class=\"umw-hero__links\"><div class=\"container\"><div class=\"umw-hero__links__wrapper\">\n\n\n\n<\/div><\/div><\/div><\/div>\n<\/section><h2 class=\"wp-block-heading\" id=\"h-public-access-requirements-for-federally-funded-research\">Public Access Requirements for Federally Funded Research<\/h2><p class=\"wp-block-paragraph\"><em>Summary provided by Summer Durrant, Suzanne Huffman, Erin Morris (UMW Libraries)<br><\/em><span style=\"text-decoration: underline;\">September 2015<\/span><\/p><p class=\"wp-block-paragraph\">In February 2013, the White House Office of Science and Technology Policy (OSTP) issued a memorandum directing federal agencies with over $100 million in annual R&D expenditures to develop a plan for increasing public access to the results of funded research, including both peer-reviewed publications and research data. For example,<\/p><ul class=\"wp-block-list\">\n<li><strong>National Science Foundation (NSF)<\/strong> – Final accepted peer-reviewed articles and juried conference proceedings must be archived in the DOE PAGES repository no later than 12 months after publication. This will be required for all new projects beginning in 2016. Research data should be deposited in an appropriate repository as indicated in the data management plan (DMP); this has been in effect since NSF began requiring DMPs in 2011.<a href=\"#_ftn1\" name=\"_ftnref1\">[1]<\/a><\/li>\n\n\n\n<li><strong>National Endowment for the Humanities (NEH)<\/strong> – While NEH does not have a public access plan at this time (and is not required by the OSTP memorandum), the NEH Office of Digital Humanities does require all grant applications to submit a DMP that addresses the types of data that will be collected (e.g., software code, digital tools, and geospatial coordinates) and how the data will be made available to others.<a href=\"#_ftn2\" name=\"_ftnref2\">[2]<\/a><\/li>\n<\/ul><p class=\"wp-block-paragraph\">See also the information about <a href=\"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/data-management-plans-required-by-federal-grant-funding-agencies\/\">required data management plans<\/a>.<\/p><p class=\"wp-block-paragraph\"><a href=\"#_ftnref1\" name=\"_ftn1\">[1]<\/a> <a href=\"http:\/\/www.nsf.gov\/pubs\/2015\/nsf15052\/nsf15052.pdf\">http:\/\/www.nsf.gov\/pubs\/2015\/nsf15052\/nsf15052.pdf<\/a><\/p><p class=\"wp-block-paragraph\"><a href=\"#_ftnref2\" name=\"_ftn2\">[2]<\/a> <a href=\"http:\/\/www.neh.gov\/files\/grants\/data_management_plans_2015.pdf\">http:\/\/www.neh.gov\/files\/grants\/data_management_plans_2015.pdf<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Public Access Requirements for Federally Funded ResearchSummary provided by Summer Durrant, Suzanne Huffman, Erin Morris (UMW Libraries)September 2015In February 2013, the White House Office of Science and Technology Policy (OSTP) issued a memorandum directing federal agencies with over $100 million in annual R&D expenditures to develop a plan for increasing public access to the results of […]<\/p>\n","protected":false},"author":2031,"featured_media":0,"parent":6134,"menu_order":40,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-34208","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - 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The plan describes the data that will be created, the standards used to describe the data (metadata), who owns the data, who can access the data, how long the data will be preserved (and\/or made accessible), and what facilities and equipment will be necessary to disseminate, share, and\/or preserve the data.<\/p><p class=\"wp-block-paragraph\">Many (but not all) federal funding agencies require data management plans as part of a grant proposal application. Persons seeking to make a grant application to a federal funding source should ascertain what the data management plan requirements are and ensure that the grant proposal provides the required data management plan details.<\/p><p class=\"wp-block-paragraph\">Here are some examples of data management plan requirements:<\/p><h3 id=\"h-national-institutes-of-health\" class=\"wp-block-heading\">National Institutes of Health<\/h3><p class=\"wp-block-paragraph\">“The NIH expects and supports the timely release and sharing of final research data from NIH-supported studies for use by other researchers. …[I]nvestigators submitting an NIH application seeking $500,000 or more in direct costs in any single year are expected to include a plan for data sharing or state why data sharing is not possible.”<\/p><p class=\"wp-block-paragraph\">Link to additional information: <a href=\"https:\/\/grants.nih.gov\/policy-and-compliance\/policy-topics\/sharing-policies\/dms\/writing-dms-plan\">https:\/\/grants.nih.gov\/policy-and-compliance\/policy-topics\/sharing-policies\/dms\/writing-dms-plan<\/a><\/p><h3 id=\"h-national-science-foundation\" class=\"wp-block-heading\">National Science Foundation<\/h3><p class=\"wp-block-paragraph\">“Investigators are expected to share with other researchers, at no more than incremental cost and within a reasonable time, the primary data, samples, physical collections and other supporting materials created or gathered in the course of work under NSF grants. Grantees are expected to encourage and facilitate such sharing.”<\/p><p class=\"wp-block-paragraph\">“Proposals submitted to NSF must include a supplementary document of no more than two pages labeled ‘Data Management Plan’. This supplementary document should describe how the proposal will conform to NSF policy on the dissemination and sharing of research results.”<\/p><p class=\"wp-block-paragraph\">Link to additional information: <a href=\"http:\/\/www.nsf.gov\/bfa\/dias\/policy\/dmp.jsp\">http:\/\/www.nsf.gov\/bfa\/dias\/policy\/dmp.jsp<\/a><\/p><h3 id=\"h-national-endowment-for-the-humanities\" class=\"wp-block-heading\">National Endowment for the Humanities<\/h3><p class=\"wp-block-paragraph\">Generally, the NEH grant programs do not have an explicit data management requirement. <strong><em>One exception is the Digital Humanities Implementation Grant<\/em> <\/strong>program:<\/p><p class=\"wp-block-paragraph\">“The data management plan (DMP) should be short (no more than two pages) and will be submitted as a document supplementing a grant application. The plan will need to address two main topics: (1) What data are generated by your research? (2) What is your plan for managing the data?”<\/p><p class=\"wp-block-paragraph\">“The data management plan will be evaluated as part of each proposal. Proposals must include sufficient information to enable peer reviewers to assess an applicant’s data management plan. The plan should reflect best practices in the applicant’s area of research, and it should be appropriate to the data that the project will generate. The plan should describe how the project team will manage and disseminate data generated by the project. NEH will also require the grantee to discuss compliance with the DMP in post-award reports.”<\/p><p class=\"wp-block-paragraph\">Link to additional information: <a href=\"http:\/\/www.neh.gov\/content\/data-management-plans-pdf\">http:\/\/www.neh.gov\/content\/data-management-plans-pdf<\/a><\/p><p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Data Management Plans Required by Federal Grant Funding AgenciesA data management plan is a formal document that outlines what a grant project will do with its data during and after the project. The plan describes the data that will be created, the standards used to describe the data (metadata), who owns the data, who can […]<\/p>\n","protected":false},"author":2031,"featured_media":0,"parent":6134,"menu_order":17,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-33991","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Data Management Plans Required by Federal Grant Funding Agencies - External Grants and Funding<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/data-management-plans-required-by-federal-grant-funding-agencies\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Data Management Plans Required by Federal Grant Funding Agencies\" \/>\n<meta property=\"og:description\" content=\"Data Management Plans Required by Federal Grant Funding AgenciesA data management plan is a formal document that outlines what a grant project will do with its data during and after the project. 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Incentive Funds"},"content":{"rendered":"<?xml encoding=\"utf-8\" ?><section class=\"wp-block-umw-hero alignfull umw-custom-block umw-hero umw-hero--dark-text umw-hero--media-float-right umw-hero--white umw-hero--with-no-media umw-hero--with-no-content\"><div class=\"umw-hero__inner\"><div class=\"umw-hero__media\"><\/div><div class=\"umw-hero__title\"><div class=\"container\"><div class=\"umw-hero__title__wrapper\"><div class=\"umw-hero__eyebrow\">external grants and funding<\/div><h1 class=\"umw-hero__title__header\">Research Incentive Funds<\/h1><\/div><\/div><\/div><\/div><\/section><h2 class=\"wp-block-heading\" id=\"h-research-incentive-funds\">Research Incentive Funds<\/h2><p class=\"wp-block-paragraph\"><\/p><hr class=\"wp-block-separator has-alpha-channel-opacity\"><p class=\"wp-block-paragraph\">In an effort to promote increased submission of grant and contract proposals to external funding entities, the Office of the Provost has established a research incentive funds program. The program began on a trial basis during the 2014-15 academic year and is continuing. A decision about whether to continue the program beyond the current year will be based on (a) continuing good results obtained through this effort, and (b) availability of funds to support the incentive awards.<\/p><p class=\"wp-block-paragraph\"><strong>Criteria for receiving incentive funds are as follows:<\/strong><\/p><ul class=\"wp-block-list\">\n<li><strong>Only full-time continuing faculty and staff are eligible for the incentive funds.<\/strong><\/li>\n\n\n\n<li>Eligible faculty and staff members must submit a competitive grant proposal to an off-campus grant\/contract agency.  This <strong>excludes<\/strong> pre-proposals and letters of intent, non-competitive renewals, and non-competitive contracts and sub-awards.<\/li>\n\n\n\n<li>Applicants may receive the incentive funds for <span style=\"color: #000000;\"><strong>two <em>different <\/em><\/strong><\/span>proposals each fiscal year.<\/li>\n\n\n\n<li>Grant proposals developed and\/or written with the assistance of an outside grant writer and\/or hired agents receive half of the amount noted for the level of incentive funds.<\/li>\n\n\n\n<li>To receive the incentive funds, the applicant must have followed existing proposal submission guidelines and policies as set forth by the Office of the Provost.<\/li>\n\n\n\n<li>Co-principal investigators will split the incentive fund amount (adjunct faculty are eligible to split an incentive fund amount if the proposal was developed in collaboration with a full-time faculty member).<\/li>\n\n\n\n<li>Incentive funds will be placed in a restricted user account to be used for professional development activities.<\/li>\n\n\n\n<li><strong>Incentive funds will carry over from one fiscal year to the next <em>for up to three years<\/em>.<\/strong><\/li>\n\n\n\n<li>All relevant UMW and Commonwealth of Virginia expenditure policies will apply to the use of these funds.<\/li>\n\n\n\n<li>Awards are made annually after the Provost contacts the Director of Accounting to make necessary arrangements to allot the funds. Persons receiving incentive awards are notified by email when funds are available.<\/li>\n<\/ul><p class=\"wp-block-paragraph\"><strong>Incentive Funds Available<\/strong><\/p><figure class=\"wp-block-table\"><table><thead><tr><th>Grant\/Contract Proposal Amount*<\/th><th>Research Incentive Amount<\/th><\/tr><\/thead><tbody><tr><td>  $15,000 – $74,999<\/td><td><strong>$250<\/strong><\/td><\/tr><tr><td>  $75,000 – $149,999<\/td><td><strong>$500<\/strong><\/td><\/tr><tr><td>  $150,000 – $249,999<\/td><td><strong>$750<\/strong><\/td><\/tr><tr><td>  $250,000 and up<\/td><td><strong>$1,000<\/strong><\/td><\/tr><\/tbody><\/table><\/figure><p class=\"wp-block-paragraph\">*The total amount of the grant proposal submitted. Any <strong><em>grants awarded<\/em><\/strong> where the application amount was under the minimum threshold will receive the $250 incentive once evidence is provided that the grant was awarded.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Research Incentive Funds In an effort to promote increased submission of grant and contract proposals to external funding entities, the Office of the Provost has established a research incentive funds program. The program began on a trial basis during the 2014-15 academic year and is continuing. A decision about whether to continue the program beyond the […]<\/p>\n","protected":false},"author":2031,"featured_media":0,"parent":0,"menu_order":41,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-33741","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Research Incentive Funds - External Grants and Funding<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/provost.umw.edu\/grantsoffice\/research-incentive-funds\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Research Incentive Funds\" \/>\n<meta property=\"og:description\" content=\"Research Incentive Funds In an effort to promote increased submission of grant and contract proposals to external funding entities, the Office of the Provost has established a research incentive funds program. The program began on a trial basis during the 2014-15 academic year and is continuing. 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The program began on a trial basis during the 2014-15 academic year and is continuing. 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The Project Director is required to submit the required forms and other paperwork required by Accounting to establish the grant’s budget account.<\/p><p class=\"wp-block-paragraph\">Expenditures of grant funds will be made in strict accordance with the sponsors requirements and the procedures of the University of Mary Washington and the Commonwealth of Virginia.  University requirements and procedures for travel, purchasing and other expenditures will apply.<\/p><p class=\"wp-block-paragraph\"><strong>Any revisions<\/strong> from the approved budget must be requested by the Project Director, reviewed by Accounting and Associate Vice President for Finance, and approved by the funding sponsor.<\/p><p class=\"wp-block-paragraph\">The Principal Investigator\/Project Director <strong>must not<\/strong> make any commitments or expenditures until the grant is officially awarded and accepted or the contract has been fully executed.<\/p><p class=\"wp-block-paragraph\">Without a sponsor approval for project extension, the Principal Investigator\/Project Director <strong>must not<\/strong> make any commitments or expenditures after the completion date of the project.<\/p><p class=\"wp-block-paragraph\">The Accounting department, working with the Project Director and the Associate Vice President for Finance (as required), will prepare and submit fiscal reports, statements and other administrative documents required for grants and contracts projects. Non fiscal reports, statements, project progress reports are the responsibility of the Project Director. In order to ensure accurate record keeping, the Project Director will provide a copy of required performance reports to the Associate Vice President for Finance when they are submitted.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>BudgetsOnce notified of an award, a copy of the budget as awarded by the sponsor should be sent to Accounting who will establish the FOAP for the project and will maintain it within the limits set by the sponsor for the period(s) of the project. The Project Director is required to submit the required forms […]<\/p>\n","protected":false},"author":6461,"featured_media":0,"parent":6134,"menu_order":14,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-30981","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Budgets - External Grants and Funding<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/budgets\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Budgets\" \/>\n<meta property=\"og:description\" content=\"BudgetsOnce notified of an award, a copy of the budget as awarded by the sponsor should be sent to Accounting who will establish the FOAP for the project and will maintain it within the limits set by the sponsor for the period(s) of the project. 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The Project Director is required to submit the required forms […]","og_url":"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/budgets\/","og_site_name":"External Grants and Funding","article_modified_time":"2026-11-04T18:37:42+00:00","twitter_card":"summary_large_image","twitter_misc":{"Est. reading time":"2 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"WebPage","@id":"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/budgets\/","url":"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/budgets\/","name":"Budgets - External Grants and 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Preparation"},"content":{"rendered":"<?xml encoding=\"utf-8\" ?><section class=\"wp-block-umw-hero alignfull umw-custom-block umw-hero umw-hero--dark-text umw-hero--media-float-right umw-hero--white umw-hero--with-no-media umw-hero--with-no-content\"><div class=\"umw-hero__inner\"><div class=\"umw-hero__media\"><\/div><div class=\"umw-hero__title\"><div class=\"container\"><div class=\"umw-hero__title__wrapper\"><div class=\"umw-hero__eyebrow\">external grants and funding<\/div><h1 class=\"umw-hero__title__header\">Proposal Preparation<\/h1><\/div><\/div><\/div><\/div><\/section><h2 class=\"wp-block-heading\" id=\"h-proposal-preparation\">Proposal Preparation<\/h2><p class=\"wp-block-paragraph\">Externally sponsored projects involve all those meeting at least one of the following criteria:<\/p><ul class=\"wp-block-list\">\n<li>The sponsor is a federal, state, or local government agency, a quasi governmental agency, or a nonprofit organization which receives a majority of its funding from a government source;<\/li>\n\n\n\n<li>The sponsor is a foundation, corporation, or nonprofit organization and refers to the award as a grant to be used for specific purposes other than as an endowment;<\/li>\n\n\n\n<li>The sponsoring agency\/organization refers to the award as a contract, cooperative agreement, subgrant, subcontract, or purchase order;<\/li>\n\n\n\n<li>The sponsor specifies that the funds are to be used for research, program development and\/or operation, curriculum development, training, or some other specific activity identified in a specific scope of work;<\/li>\n\n\n\n<li>Funds provided by the sponsoring agency\/organization cover the cost of performance of a specified scope of work or set of activities or to provide a specific product, service, or other deliverable outcome within a specified period of time;<\/li>\n\n\n\n<li>The sponsor specifies how funds will be used, usually through an approved line item budget identifying expenses by activity, function, and\/or project period.<\/li>\n<\/ul><p class=\"wp-block-paragraph\">In preparing a project proposal for submission to an external funding source (sponsor), the project director assumes responsibility for ensuring that the project proposal is (1) completely prepared and is accurate in its technical content; (2) adheres to the conventions of proper scholarship, including proper attribution and citation of textual matter and graphics used; (3) complies with federal standards for integrity in research (such as the National Science Foundation’s  “Misconduct in Science” policy); (4) has been prepared in accordance with the proposal requirements established by the sponsoring agency; and (5) that the facilities, space, equipment, and other UMW resources necessary to complete this project have been arranged with the university officials responsible to make commitments for the use of those resources should the project be funded.<\/p><p class=\"wp-block-paragraph\">All proposals to external funding sources must be reviewed and pre-approved prior to submission. Click here to review the <a href=\"https:\/\/provost.umw.edu\/grantsoffice\/approval-process-for-external-grants\/\">steps required for proposal pre-approval<\/a>.<\/p><p class=\"wp-block-paragraph\">In preparing a proposal for submission to an external funding source, a number of individuals\/offices bear certain responsibilities.<\/p><p class=\"wp-block-paragraph\"><strong>The Principal Investigator\/Project Director<\/strong> prepares and submits the grant or contract proposal and is responsible for carrying out the project as it is outlined in the proposal. The Principal Investigator\/Project Director is further responsible for administering the project according to the terms of the grant or contract and applicable UMW and Commonwealth of Virginia regulations.<\/p><p class=\"wp-block-paragraph\"><strong>The Department Chair (or staff member’s supervisor)<\/strong> is responsible for approving the project’s scope and ensuring that it conforms to the objectives of that department or administrative unit. In providing approval, the Department Chair or supervisor signifies that facilities and personnel under the Chair’s\/Supervisor’s jurisdiction are available and can be committed as proposed to accomplish the project.<\/p><p class=\"wp-block-paragraph\"><strong>The College Dean<\/strong> (for faculty grants) reviews proposals to ensure that the described project is consistent with the missions of the University and the College.  The Dean’s review confirms that the quality of the proposal is such that it will be seen as a credit to the University and the College, and that the proposal is free of any questions regarding potential ethical issues that might reflect negatively on the University or the College.<\/p><p class=\"wp-block-paragraph\"><strong>The Vice President for Administration and Finance<\/strong>, on behalf of the President, examine each proposal and reviews the contractual details and requirements to ensure that they are consistent with UMW and Commonwealth of Virginia requirements and policies.  The Vice President also ensures that all proper arrangements have been made to support the administration and financial\/accounting requirements associated with the project.<\/p><p class=\"wp-block-paragraph\"><strong><em>I<strong>f<\/strong> the proposal is funded by the granting (sponsoring) agency<\/em><\/strong>, and if funding is accepted by UMW, the Project Director agrees to conduct the project in accordance with all terms and conditions as established by the sponsor.  The project director also agrees to assume full responsibility for providing the proper stewardship of the funds provided, for maintaining proper records as required, and for submitting in a timely fashion all required narrative project reports and other documents as may be required by the terms established by the project sponsor.  UMW’s Director of Accounting (or designee) will be responsible for establishing the account to manage and track grant\/contract funds, will oversee invoicing\/payments procedures as required by the grant, and will submit required financial reports and statements as per the terms of the grant\/contract agreement.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Proposal PreparationExternally sponsored projects involve all those meeting at least one of the following criteria:In preparing a project proposal for submission to an external funding source (sponsor), the project director assumes responsibility for ensuring that the project proposal is (1) completely prepared and is accurate in its technical content; (2) adheres to the conventions of […]<\/p>\n","protected":false},"author":6461,"featured_media":0,"parent":0,"menu_order":19,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-30741","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Proposal Preparation - External Grants and Funding<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/provost.umw.edu\/grantsoffice\/proposal-preparation\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Proposal Preparation\" \/>\n<meta property=\"og:description\" content=\"Proposal PreparationExternally sponsored projects involve all those meeting at least one of the following criteria:In preparing a project proposal for submission to an external funding source (sponsor), the project director assumes responsibility for ensuring that the project proposal is (1) completely prepared and is accurate in its technical content; 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These announcements are brief and provide general details such as the name of the funding source, names of project directors, amount of the award, and date awarded.  Any additional publicity should be handled by University Communications. Project Directors should make contact with that office if they desire to provide additional publicity regarding a particular funding award.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>PublicityNotifications of external funding awards are listed in the External Funding Awarded section of the Grants and External Funding web site. These announcements are brief and provide general details such as the name of the funding source, names of project directors, amount of the award, and date awarded.  Any additional publicity should be handled by University […]<\/p>\n","protected":false},"author":6461,"featured_media":0,"parent":6134,"menu_order":48,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-31011","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Publicity - External Grants and Funding<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/publicity\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Publicity\" \/>\n<meta property=\"og:description\" content=\"PublicityNotifications of external funding awards are listed in the External Funding Awarded section of the Grants and External Funding web site. 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About Applying for External Funding"},"content":{"rendered":"<?xml encoding=\"utf-8\" ?><section class=\"wp-block-umw-hero alignfull umw-custom-block umw-hero umw-hero--dark-text umw-hero--white umw-hero--with-no-media umw-hero--with-no-content\"><div class=\"umw-hero__inner\"><div class=\"umw-hero__media\"><\/div><div class=\"umw-hero__title\"><div class=\"container\"><div class=\"umw-hero__title__wrapper\"><h1 class=\"umw-hero__title__header\">Applying for External Funding<\/h1><\/div><\/div><\/div><\/div><\/section><h2 class=\"wp-block-heading\" id=\"h-information-about-applying-for-external-funding\">Information About Applying for External Funding<\/h2><p class=\"wp-block-paragraph\">All proposals for grants, fellowships, contracts, or agreements to provide services (such as offering a course or workshop) to be funded by <em><strong>any<\/strong><\/em> external entity (government, business, foundation, etc.) <em><strong>must receive prior approval<\/strong><\/em> from all appropriate UMW officials <strong><em>before<\/em><\/strong> the proposal is submitted.  The levels of approval required are noted on the External Funding Cover Sheet.<\/p><p class=\"wp-block-paragraph\">The University of Mary Washington supports the solicitation and acceptance of external\/sponsored support for projects and activities that have a close connection with the University’s mission and strategic plan objectives.  Typical externally funded projects that might be appropriate include (but are not limited to) research projects, acquisition of equipment, support for the teaching or public service functions of the University, faculty\/staff\/student development and training, or other projects and activities closely related to the University’s normal programs and activities.<\/p><p class=\"wp-block-paragraph\"><strong>Faculty members interested in submitting proposals to external funding sources should first contact their Department Chair and Associate Dean in their College to indicate their intention to apply for external funding. <\/strong><\/p><p class=\"wp-block-paragraph\"><strong>Staff members should contact Julie Smith, Associate Vice President for Finance.<\/strong><\/p><p class=\"wp-block-paragraph\">The steps involved in submitting an external funding application are summarized at the link on the left titled “Approval Process for External Funding.”<\/p><p class=\"wp-block-paragraph\">All grants, contracts, and other such agreements must be made in the name of the University of Mary Washington. The University President, the Chief of Staff, the Vice President for Administration and Finance, and the Associate Vice President for Finance are the only individuals authorized accept grants on behalf of the University of Mary Washington or to execute sub-award contracts that would lead to the acceptance of grant funding from an external entity.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Information About Applying for External FundingAll proposals for grants, fellowships, contracts, or agreements to provide services (such as offering a course or workshop) to be funded by any external entity (government, business, foundation, etc.) must receive prior approval from all appropriate UMW officials before the proposal is submitted.  The levels of approval required are noted […]<\/p>\n","protected":false},"author":2031,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-30421","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - 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They have been purchased with funds that have been conveyed to the University for use on a specific project and, as such, are not the personal property of the researcher but are the property of the University. These items are not to be retained by the researcher but are instead to be turned over to the University when the grant project is completed.<\/p><p class=\"wp-block-paragraph\">Contact <a href=\"mailto:jsmith23@umw.edu\" type=\"mailto\" id=\"mailto:jsmith23@umw.edu\">Julie Smith<\/a> for instructions regarding the appropriate disposition of any items purchased with external grant funds that will have a useable life after the completion of the grant-funded project.<\/p><p class=\"wp-block-paragraph\">All purchases of goods and services must follow Commonwealth and University regulations. Please consult your department buyer or <a href=\"http:\/\/adminfinance.umw.edu\/procurement\/\">Procurement Services<\/a> for further guidance.<\/p><p class=\"wp-block-paragraph\">Should a faculty member choose to leave UMW prior to the conclusion of a sponsored project, and seek to transfer this project and its materials to a new institution, the faculty member must contact both the grant sponsor and <a href=\"mailto:jsmith23@umw.edu\" type=\"mailto\" id=\"mailto:jsmith23@umw.edu\">Julie Smith<\/a> in order to determine if such a transfer is possible, and under which conditions. Typically, the granting entity will terminate the existing award and then issue an award to the new institution. Approval of a request to transfer materials already purchased through the grant will be dependent upon the nature of the ownership of the item (whether or not it became a UMW fixed asset or title to it was retained by the granting entity).<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Materials PurchasesWhenever grant funds are used to purchase any materials used on an externally-funded grant project made with UMW grant funds (such as software, books, supplies and the like), those materials become the property of the University of Mary Washington. They have been purchased with funds that have been conveyed to the University for use […]<\/p>\n","protected":false},"author":2031,"featured_media":0,"parent":6134,"menu_order":35,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-30129","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Materials Purchases - External Grants and Funding<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/materials-purchases\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Materials Purchases\" \/>\n<meta property=\"og:description\" content=\"Materials PurchasesWhenever grant funds are used to purchase any materials used on an externally-funded grant project made with UMW grant funds (such as software, books, supplies and the like), those materials become the property of the University of Mary Washington. 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Please review the <a href=\"https:\/\/adminfinance.umw.edu\/ap\/research-participant-payment\/\">payment guidelines<\/a> provided by Accounts Payable.<\/p><p class=\"wp-block-paragraph\">In addition, several sections of the UMW <a href=\"https:\/\/adminfinance.umw.edu\/ap\/gifts\/gift-giving\/\" type=\"link\" id=\"https:\/\/adminfinance.umw.edu\/ap\/gifts\/gift-giving\/\">policy on gift-giving<\/a> may be relevant, depending on the nature of the research project, the participants involved, and the manner of compensation to be provided. <\/p><p class=\"wp-block-paragraph\">Direct questions about these procedures to the Accounts Payable Office. They can be reached by phoning 540-654-1226 or by emailing <a href=\"mailto:payables@umw.edu\">payables@umw.edu<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Payments for Research ParticipantsCompensating persons to participate in a research project falls under the UMW gift policy. Please review the payment guidelines provided by Accounts Payable.In addition, several sections of the UMW policy on gift-giving may be relevant, depending on the nature of the research project, the participants involved, and the manner of compensation to […]<\/p>\n","protected":false},"author":2031,"featured_media":0,"parent":6134,"menu_order":36,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"umw_cb_additional_links":[[]],"_advisory_expires_time":"","_advisory_meta_include":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-29648","page","type-page","status-publish","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Payments for Research Participants - External Grants and Funding<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/provost.umw.edu\/grantsoffice\/umw-grant-policies\/payments-for-research-participants\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Payments for Research Participants\" \/>\n<meta property=\"og:description\" content=\"Payments for Research ParticipantsCompensating persons to participate in a research project falls under the UMW gift policy. 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