Definitions

Awards provided under this policy have a project ID beginning in R (Research Investments) or I (Internal Awards). Additionally, project ID’s beginning in C and with a fund code of 5999 (TRIP Matches) are also covered in these terms. Note: all other C projects are under the purview of the Office of Contracts and Grants.

Contacts

Research Investments, Internal Awards, and TRIP funds are administered by the Division of Research Business Operations.

Use of Funds

All funding provided by the Division of Research should be used for the purpose, within the period of award, for which the funding was approved, regardless of the flexibility of the funding source. See below for any restrictions by fund code.

The following table outlines the type of faculty startup expenditures supported with Division of Research startup awards.

Any request to change how awards may be used must be accompanied by an Award Modification Request Form. Please create a function request (Monetary Modification or General Award Inquiry) in PeopleSoft Grants and upload a completed request form together with the required attachments and approvals.

Research Investments

• Research Investments are all cost centers with a project ID beginning with an R.
• Cost Share investments (project ID name includes “CS” and/or program code is B0416) 
  
  • Must follow the requirements of the external sponsored project with which it is associated. If a charge is unallowable or not allocable to the sponsored project cost center, it is also not allowable on the internal cost sharing account.
  • Purchases on a PO for cost sharing must also follow the purchase timeline requirements associated to the sponsored project. 
• Faculty startup, match investments, core facilities, and equipment investments:
  • Requisitions must be fully executed on or before the award end date. 
    
    • Requisitions not submitted to purchasing before the award end date will require an award extension request, or the order may need to be moved to another funding source. 

Internal Awards

• All cost centers with a project ID beginning with an I. 
• Regardless of fund source or type: all equipment purchases should be made within the first three months of the award. 

Faculty Startups: Early Release Requests

• Please restrict to rare cases.
• The following documentation should be emailed to dorbizop@central.uh.edu 
  • Hiring documentation (Faculty Hiring Costs Sheet and equipment list and accepted letter of offer) 
  • Faculty PeopleSoft ID # 
  • Portion of budget and dollar amount requested for early release 
  • Proposed start date 
  • Justification for early release 

Reallocations

DOR Business Operations and the Office of Contracts and Grants do not need to sign payroll/journal reallocations, or other expenditure documents associated with DOR Internal Funding Awards.

Timing of Use of Funds and Special Timing Circumstances

All funds provided should be expended on or before the award end date. Funds which have not been expended or encumbered will no longer be available for use after the end date of the award. If you have justifiable reasons why funds were not used within the period of award and you need an extension to finish your project, you will need to request a no cost extension. Any request to change the award end date must be accompanied by an Award Extension Request Form.

Please create a Function Request (No-Cost Extension or General Award Inquiry) in PeopleSoft Grants and upload a completed request form together with the required attachments and approvals.

Effective December 1, 2019, extension requests for research investments (e.g., faculty startup, internal awards, equipment support, matching support, and distributed renovation funds) will only be accepted for up to 90 days past the expiration date. Any requests submitted on or after the 91st day of expiration will be returned automatically. All R and I project ID’s are impacted by this deadline.

For ALL internal awards, regardless of source or type: any compliance-related approvals associated with the internal award (human and animal protocol approval, biological/radiation safety reviews) must be setup and congruent with the proposed research project within three (3) months of the award letter, or the internal award will be cancelled.

Restrictions by Fund Code 

Regardless of these flexibilities, these funds shall only be used as proposed to and approved by DOR. 

Fund Code 1008 HEAF: Higher Education Assistance Fund: Restrictions or Guidance 

Fund Code 1026: E&G State Support: No construction or renovations. May not be used as noted in the Account List. Click "Account List" and refer to the section on state funds. 

Fund Code 1101: Special Item Appropriation: State funds allocated for projects not funded by formula, but specifically identified as needing support. Unallowable for capital expenditures, prior biennium expenses. Lapses if not spent by 8/31 of the biennium. 

Fund Code 1121 NRUF: No construction or renovations. Texas Education Code Sec 62.149, "for the support and maintenance of educational and general activities that promote increased research capacity at the institution." " (1) providing faculty support and paying faculty salaries; (2) purchasing equipment or library materials; (3) paying graduate stipends; and (4) supporting research performed at the institution, including undergraduate research." 

Fund Code 1156 and 1162 TUF Texas University Fund:  No construction or renovations.  

Fund Code 2064 Designated Tuition: May not be used as noted in the Account List. Click "Account List" and refer to the section on 2064 funds. 

Fund Code 2091 IDC: May not be used as noted in the Account List. Click "Account List" and refer to the section on 2091 funds. 

Fund Code 2078: No additional restrictions. 

Fund Code 2086 Intellectual Property Royalties: No additional restrictions. 

Fund Code 5999 TRIP Texas Research Incentive Program: Texas Education Code Sec. 62.122, "for the enhancement of research productivity and faculty recruitment."