Frequently Asked Questions

Yes, you will have a dedicated Grants Administrator assigned to your department. In the event that your assigned Grants Administrator is unavailable, another member of our Pre-Award team will provide back-up support.

No, FRMS does not assist with finding funding solicitations. However, the Provost’s Office offers resources and assistance for identifying funding opportunities.

No, FRMS Grant Administrators do not have signing authority. The Office of Sponsored Projects (OSP) Proposal Managers are the Authorized Signing Officials (AOR) on behalf of Yale.

Yes, all proposals must be submitted through IRES and FRMS in order for an award to be set up. This includes full proposals, white papers, Letters of Intent (LOIs), and other proposal types. Any internal (Yale) funding does not need to go through FRMS or OSP.

No, FRMS serves non-medical departments except the School of the Environment, Peabody Museum, MacMillan Center, School of Nursing, and School of Public Health.

• FRMS completes journals (including cost transfers), Payroll Accounting Adjustments (PAAs) and Accounting Adjustments (AAs) when at least one portion of the transaction involves a grant.
• FRMS submits commitment journals for SDF accounts and some Yale Ventures internal funding.
• FRMS does not complete transactions that are exclusively on gifts, endowments or YD accounts.
• FRMS does not complete fund transfers.

• FRMS enters costing for:
  • Faculty in the 9 over 9 program
  • Faculty with grant cost share (9 over 9 or 9 over 12)
  • FRMS will apply the faculty leave/sabbatical work tag to allocations they are responsible for upon notification from the department.
  • Staff in a PI’s lab (non-student, for example: postdocs, research scientists and lab techs) on sponsored or non-sponsored funding in PI’s portfolio.
• Students’ costing is entered by the department registrars as communicated by the FRMS analyst for those supported by funding in the PI’s portfolio.
• The DBO is responsible for entering position restrictions.
• FRMS and the DBO will communicate when they are made aware of appointments, reappointments, and terminations.

No, the department business office reviews and approves all expenditures. FRMS looks at expenditures during the monthly FRC to ensure compliance with sponsor, university and federal policies. The DBO is welcome and encouraged to reach out to their FRMS analyst prior to processing if they have questions about a specific expense and its allowability on an award.

As soon as these expenses are identified on a federal award, by either the FRMS analyst or DBO, the DBO will complete the form, obtain required signatures, and keep a copy on file. FRMS should receive a copy for their files as well. *See instructions regarding communications expenses included within 1403 FR.02.

Yes, FRMS will review the funding available in the PI’s portfolio for the proposed individual and ensure there are sufficient funds to support the appointment or reappointment. Please note, however, that funding availability may be subject to change. Shifts in federal funding policies or availability could necessitate adjustments to the financial plan.

• FRMS will ensure:
  • details of the invoices are accurate (subrecipient name and CON#, billing period dates)
  • expenses are allowable according to sponsor guidelines
  • expenditures are in line with budget
  • expenses do not exceed the total subaward amount and the cumulative amount ties out
• FRMS analysts will track the subaward’s invoiced amount.
• FRMS does not sign or “approve” subaward invoices.
• The DBO will reach out to the subawardee with questions on invoices/billing.

FRMS monitors expenditures in a PI’s portfolio. FRMS will enter commitment funding for SDF accounts. We report balances to PIs on their Account Holder Report statements. Specific questions should be directed to the department funding the COA.

• 9 over 9 forms are sent by the DBO to provostforms@yale.edu.
• Summer salary exception requests are signed by the PI and Chair, then sent directly by the DBO to summercomp.provost@yale.edu.
• Questions on summer salary calculations may be asked by the FRMS analyst by emailing the Provost’s Office with the DBO on copy.
• SDF funding requests are sent by the DBO to provost.sdf@yale.edu.
• Questions regarding SDF balances may be asked by the DBO by emailing provost.sdf@yale.edu.
• FRMS will work with DBO on communication with the provost.