Managing Your Awards

Congratulations on receiving your award! The post-award team within the Office for the Advancement of Research (OAR) assists faculty and staff with the financial and contractual administration of their grants, cooperative agreements, and contracts, while navigating the many nuances of sponsor regulations. The team serves as a liaison between Principal Investigators (PIs), the Research Foundation of CUNY (RF), and external sponsors.

The RF’s website (www.rfcuny.org) is the main portal for processing day-to-day transactions on your project and viewing live budget and expense reports. The website houses various e-systems to facilitate the hiring of project staff, contracting of external consultants/vendors, processing of reimbursement requests, and many more tasks. Below are some helpful links to aid you in efficiently managing your new award.

Getting Started

• CUNY Research Administration Handbook
• RF User ID – a log-in is required to access RF’s systems. New users should contact OAR to obtain a user ID. Existing users who have forgotten their user ID and/or password may email weblogonid@rfcuny.org.
• Manage an Award
• Web Reports – provides real-time project budget and expense reports
• RF Documents & Forms
• Training Resources – on-demand training videos and manuals on how to use the various e-systems

Personnel

• Hiring and Rehiring Staff on RF Payroll 
• ePAF system
• Time & Leave (i.e. timesheets)
• RF Payroll Calendar
• Release Time – contact OAR to initiate the process
• Summer Salary

OTPS

• Coordinating Post-award Travel
• Procuring Goods & Services
  • Initiating Procurement Transactions
  • Procuring & Maintaining Equipment
  • Obtaining a Purchasing Card (P-Card)
  • Purchasing Through Amazon Business
• Independent Contractor Agreements (ICAs) & Memoranda of Understanding (MOUs)
• Subaward Agreements
  • Contract Manager System – used to submit ICA, MOU and subaward requests
• Participant Support Costs
• Payment Request System – to process contract/vendor invoices, reimbursement requests, and all other non-personnel payments

Other

• Project Closeouts 
•  Guidelines for Costs Charged to Recovery Accounts
• RF Policies & Procedures

The OAR post-award team is available to answer any questions and help troubleshoot issues, and to provide one-on-one trainings to all PIs. For more information, please contact the team:

Amrish Sugrim-Singh, Director of Grants, Budgets & Special Projects
Cherryanne Ward, Grants Administrative Associate
Kuralay Zharmagambetova, Grants and Research Budget Analyst

Account Setup and General Information

• RF Log-in Info
• Manage an Award
• Web Reports
• RF Forms
• Purchase Card
• RF Policies & Procedures
• Guidelines for Costs Charged to Recovery Accounts
• Project Closeouts

Legal

• Independent Contractor vs. Employee (20 Factor Test)
• Memorandum of Understanding (MOU) – agreements under $5,000
• Independent Contractor Agreement (ICA) – agreements $5,000 and over
• Subawards/Subcontracts

Personnel

• PI/College Employees: Mandatory Research Foundation E-Services Systems Training for all John Jay PIs, Admins and Timekeepers
• Release Time: Instructions | Form | Effort Reporting
• Summer Salary
• Instructions | Online System | Effort Reporting
• RF Staff/Employees
• Personnel Vacancy Notice (PVN)
• Instructions | Online System
• Hiring/Rehiring Staff on RF Projects
• e-PAF System
• e-Time & Leave (timesheets)
• e-PAF and e-Timesheet Training Sessions
• Fringe Benefits Rates
• Holiday/Payroll Calendar

OTPS

• ePayment Request System
• RF OTPS Team Members
• General Purchasing Information
• Personal Reimbursements
• Purchases under $5,000
• Purchases over $5,000
• Project-Related Travel (advances/reimbursement)
• Stipends/Scholarships/Fellowships
• Memorandum of Understanding (MOU)
• Honoraria
• Cash Fund Request (Petty Cash)

For more information, contact asugrim-Singh@jjay.cuny.edu