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Frequently Asked Questions

How to get a grant?

The best option for faculty or staff interested in obtaining external funding for their project is to contact the Office of Sponsored Programs directly. Staff are friendly and helpful, and will provide an introduction to the process, including the tools available for seeking opportunities and preparing a grant application. Faculty may also peruse this website where there are links to various search engines, and other helpful material.

Grant Terminology

Principal investigator (PI): the primary person who is legally responsible for carrying out a research grant, service project, or other sponsored activity. Per University of Hartford policy, the PI must be a full-time faculty or staff member.

Co-Principal Investigator (Co-PI): an individual who shares legal responsibility with the PI for successfully executing a sponsored activity. Like the PI, the University of Hartford mandates that a Co-PI must be a full time faculty or staff member.

Consultant: a professional who is employed externally whose expertise in a particular subject is offered on a temporary basis. Note: University of Hartford faculty cannot serve in an official manner as consultants on other faculty members’ sponsored research activities.  

Honorariums are payments made in recognition of services performed, but for which payment is not compulsory. Payment of an honorarium is of the payer’s volition.

Stipend: a fixed sum of money paid for services rendered.

Time and Effort Reporting is required from all key personnel who have received awards through the University of Hartford’s Office of Sponsored Programs. Time & effort reports are sent out three times a year: at the end of summer, fall, and spring terms. Completing a time & effort report certifies how much actual time was expended on a sponsored project in relation to the proposed time commitment outlined in the original proposal or contract. Time & effort reports for sponsored activities must be completed before payment can be issued.

Authorization Forms

The authorization forms below can be found on this website, but we recommend that you reach out to OSP directly. We can provide you with both the forms, and other support material such as budget justification templates, checklists for select programs, etc. However, for those interested:

The ProSum Authorization Form provides FAS, OSP, and your dean a quick snapshot of your proposal, including contact information, a short project summary, budget information, number of course releases, university resources like facilities, and whether IRB or IACUC approval is required. The form also contains a conflict of interest statement for the PI and Co-PI to review.

Signing the ProSum certifies you and your Co-PI are award of the conditions of your award. The dean signs to certify any resources the school is providing (e.g. course releases) and to sanction your research activity. The director of OSP signs the form to certify the proposal meets university and funder policy requirements.

          The Internal Budget Form is used by Financial Accounting Services (FAS) to set up your fund number and the budget lines for your expenditures. As expenses are reviewed by FAS during the course of your project, they will be matched against this form and your application’s budget justification.

How do I get a course release?

Obtaining a course release to pursue a grant is solely at the descretion of the deans. The best approach is to demonstrate the value of your research to the university, your school, the students, and the research community. Make your case, preferably on paper, and/or schedule a meeting with your chair or dean to discuss your research.

Since a course release also may require an adjunct replacement, it may also be important to your dean to see a minimum compensation to cover the cost. Fees for adjuncts vary per school, but calculating [percentage of your time] x [your salary] can help determine the minimum effort required to meet the adjunct cost.

Please note adjunct costs are not a direct cost on a grant budget. It is your lost time and effort that is an expense to the university, and therefore passed on to the funder.

Can I supplement my salary?

University of Hartford Policy on Supplemental Grant Income

Certain public and private funders will allow Principal Investigators (PI) to request compensation over and above their base salary. This request must be explicit in the grant proposal and in all internal documents, and is subject to the following guidelines.

Full-Time faculty members on 10-month contracts may earn supplemental compensation (above their salary) from sponsored research as follows:

  • Up to 20% of their base salary during the academic year and
  • Supplemental summer grant income according to funder guidelines. Summer funding from federal sources not to exceed 20% of base salary.

Full-time faculty members on 12-month contracts may earn supplemental compensation from sponsored research as follows:

  • Up to 20% of their base salary during the calendar year


Note from OSP: Federal agencies which subscribe to Uniform Guidance regulations (e.g., NIH, NSF) do not allow supplemental pay during the academic year except under limited circumstances; rather universities are allowed to charge a portion of faculty time as a buy out of faculty time and effort, thus reimbursing the institution. As stated under Uniform Guidance: "Except as noted in paragraph (h)(1)(ii) of this section [regarding incidental activities], in no event will charges to Federal awards, irrespective of the basis of computation exceed the proportionate share of the IBS [institutional base pay] for that period" ( 2 CFR 200.430 (h)]. Please contact OSP if you have questions regarding this federal regulation.

How do I get paid from a grant?

Budgets are created at the proposal stage which detail either a flat fee for work performed (stipend) or a percentage of effort expected during the course of the project (estimated cost). The budget also outlines work periods, such as summer work, or work during the academic year. These factors are used to determine whether compensation is due the university (e.g. academic year work on a federal grant) or the faculty member (e.g. supplemental pay from a non-federal source or summer work).

Three times a year (Jan, May, Sep), the Office of Sponsored Programs mails out Time and Effort (TE) forms to faculty requesting they certify the work performed reflects their allocated budget. These TE reports are then used by OSP to generate rosters, which are circulated to the appropriate campus authorities who sign off. Accounts Payable then uses the signed rosters to amend faculty and staff payroll.

Please note per IRS guidelines, the university is required to deduct a minimum amount of tax, and to report all compensation as income.

How do I pay students from a grant?

If the Principal Investigator on a grant or contract is hiring a student to perform a task, generally the student worker’s University of Hartford Employee Classcode will be S2: Temporary Student Staff.

S2 employees must be full-time students with a specified hourly rate of pay. These students cannot work more than 24 hrs/wk while in school. During the summer, full-time students may work up to 40 hrs/wk.

An ePAF must be generated in order to hire an S2 student employee through the University’s self-service system. Faculty must work with the designated grant administrator within their college or school in order to initiate a new ePAF. The grant administrator must have ePAF originator permissions, and they must input the following information about the student employee:

  • Name of student:
  • ID#:
  • Start Date:
  • Rate of Pay:
  • Position #:
  • In addition, grant administrators must set up principal investigators to be ePAF approvers so they can approve student timesheets

The student employee will need to fill out an I-9 form and bring the proper documentation such as a passport or driver’s license. (See I-9 form for a complete list of acceptable documentation.

Note: the student is required to submit their I-9 form and supporting documents to Human Resources in Beatrice Fox Auerbach Computer & Administration Center, CC 121 no later than their 3rd day of employment. Failure to do so will result in immediate termination as mandated by law. Please be reminded the student’s ePAF will not be approved without a completed Form I-9 on file.

If the newly hired student needs to obtain a social security number, please download and complete the On-Campus Employment Form For International Students. This form, verifying that the student has a pending job offer, is used when applying for a social security number through the office of Social Security Administration. Please be advised that this process may take a few weeks.

Newly hired employees will have their wages directly deposited to a financial institution of their choice, consistent with University policy. Please contact HRD with any questions regarding direct deposit.

S2 student employees are required to enter their hours into the self-service system every two weeks, and Principal Investigators will need to approve timesheets at the end of each two-week pay period.

If you are hiring a part-time student or a student from another institution, they must be classified as a temporary employee (E6 or N6). The only exception is if a student is hired on a fee-per-service gig as an independent contractor (C-1). Note: Full-time students cannot be employed as regular full-time or regular part-time staff.