Instructions on How to Prepare the Overhead Distribution for a Transmittal Form
When either of the following applies, the MAES is required to sign the MSU “Transmittal for Request and/or Acceptance of Gift, Grant or Contract Support” form:
When the sponsor is the U.S. Department of Agriculture (USDA) and the primary nature of the project is research, whether or not the researcher’s appointment is funded in total or in part by the MAES.
OR
- Whenever any of the individuals listed on the transmittal form have either a base or open-ended appointment involving MAES funding.
Correctly completing this form is important for a number of reasons:
- It allows the MAES to accurately report to the federal government, for the university, the amount of research effort by scientists associated with the MAES at MSU. This information is used by the USDA to determine the level of appropriations for some programs. Underreporting research effort can result in a reduction of funds from the federal government.
- Correct distribution of overhead return from the university is handled using the information provided on the transmittal form.
- Correct distribution of academic credit is also handled using the information provided on the transmittal form.
When the MAES is required to sign the transmittal form, as indicated above, please follow the steps below:
- Visit the CANR Budget and Finance Web site, log in to the site and use the overhead calculation tool to develop the overhead distribution printout and add the information for distribution of academic credit.
- In the “CUC of unit responsible for bookkeeping” section, enter the MAES two digit code (57) with your three digit unit code. For example, 57XXX.
- If any of the researchers listed as project leaders have MAES appointments AND the primary nature of the project is research, determine if the research relates to the researcher’s MAES appointment. If yes, the “is this associated with an MAES faculty appointment or project?” should be checked “yes.” If you have questions about whether the research relates to the researcher’s MAES appointment, please contact the MAES office at 5-0123.
Following the above procedure will ensure that all research funds received by MAES-affiliated scientists are in accounts that list the MAES as the administratively responsible unit for federal reporting purposes and allows for the overhead distribution to be handled correctly.
Signatures of the project leader(s) and the affiliated chairperson(s) should be obtained before the MAES signature.
All other questions regarding the “Transmittal for Request and/or Acceptance of Gift, Grant or Contract Support” form should be directed to the MSU Contracts and Grants Office at 5-5040.
