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*please note that some article links are directed to our private project's portal, you must be part of a NumFOCUS sponsored project to have access to the project portal.*
For further assistance please submit a ticket or email [email protected]. If you have any additional questions, do not hesitate to contact us.
FAQ
Yes, probably. As a fiscal sponsor, we currently host a variety of federal, state, private, and international awards as well as subawards. We are happy to collaborate with other institutions as well on grants with multiple partners. We become the official grantee for such grants, and act as the fiduciary agent and in a fiscal oversight capacity for these grants.
All we ask is that you not submit grants in which NumFOCUS is the fiscal sponsor without telling us or allowing us to be part of the application process. We are required by law to review grant materials before submission to determine whether they are in compliance with our mission and fiscal sponsorship agreements and budgetary guidelines.
We reserve the right to refuse to host any grant that we were not notified of in compliance with our Grant Policies and Procedures, or which are not in compliance with our mission and fiscal sponsorship agreements.
Who do I talk to about applying for a grant with NumFOCUS?
Projects interested in applying for a grant should contact either MK Kanene, Project Resource Mobilization Specialist, or Erin Gray, Grant Manager. They can help you with research, applications, submissions, etc. Please DO NOT apply for a grant without talking to us.
Can someone at NumFOCUS be a PI or an AOR?
Yes, the Finance Director routinely acts as a PI where required, particularly in cases where there is a U.S. citizenship requirement or the PI must be a full time staff member of NumFOCUS. For the AOR (Authorized Organization Representative) role required by federal grant applications, the Finance Director acts in this role and submits applications as required.
Yes, NumFOCUS regularly acts as a subawardee on grants. We are happy to contribute to applications for grants as required, and can apply as a collaborator and contributor for federal grants and other collaborative grant applications.
Once a grant is approved, we create a Subcontract (aka Subaward) agreement with the primary grantee. To request a subaward contract, please fill out the Contract Request Form and choose Subcontract among the options as appropriate.
Can I collaborate with another project on a grant?
Yes, we encourage collaboration with NumFOCUS itself and among projects. MK Kanene, Project Resource Mobilization Specialist, regularly meets with projects to discern their needs, and researches grant opportunities that might fit. He often proposes collaborative projects and can help work through the details of how collaboration might work. Please contact MK to discuss your project’s needs and impact, and see if there are any opportunities that might be appropriate for your project.
What is indirect and what is it for?
Please see the Indirect Costs at NumFOCUS page or the Apply For and Manage Grants at NumFOCUS page.
How do I get a contract after the grant is awarded?
If your grant is awarded and contains contractors, you will need to request a contract through the request link: https://wkf.ms/4b22kij You must use this link for all contract request and contract amendment requests. We will be in touch with you after you make your request to get any questions answered and complete the process. We use Outlaw, our contract software, for all contracts and instructions for Outlaw begin at #3 on the Contracts information page.
Please note that all contractors under a grant must be listed in the grant budget. We will not approve any contracts unless the contractor’s name, position, hours, and total amount are listed in the budget.
How much money is left in my grant?
For the most accurate accounting of your grant, please email [email protected] and request a report from the finance department. We keep approximate information in Open Collective, but please do request a report for the most accurate and up-to-the-minute information.
Reimbursements under grants do not require contracts. You should submit your reimbursement to the Request Page that is used for your contract fees. If you do not know where this is, please contact [email protected] and we can tell you where. Please see the How To Get A Reimbursement page for more information.
How do I make travel arrangements?
NumFOCUS can help make travel arrangements several ways. Please see our Travel Expense Policy before booking to learn what is appropriate and what documentation we need. Please see our How to Book Travel page for more options when paying for travel.
Can I change my budget after the grant starts?
Grantors generally discourage grantees from significant changes to their budget once the grant period has begun, as these changes often impact the purpose and execution of the grant itself. Please create your grant budgets with the expectation that you will not be able to significantly change how your funds will be spent during the course of the grant.
Generally, changes should be limited to less than 10% in any particular budget line item. For more significant changes, when necessary, grantees should expect to have to file a budget change request with the Grantor for approval. Changes to spending should not be made until the revised budget has been approved by the grantor.
What if I need more time to finish my grant?
Many grantors offer No Cost Extensions to grantees who need additional time to complete grant deliverables. Most grantors only offer a single extension of one year. Please contact the finance office to inquire about extensions. We will contact the grantor and find out if they are permissible and what needs to be done to apply for one. We will apply for any extensions on your behalf.
How do I get a financial report to file with my narrative report?
The finance department will provide you with up-to-date financial reports upon request. Please DO NOT use Open Collective data or other data you may maintain yourself to file financial reports. You must use data from our financial system to file official financial reports.
No. As fiduciary agent, which is a legal role, NumFOCUS is responsible for the content of all reports and for the accuracy of the financial reporting. Please send all narrative or other reports to NumFOCUS at least a week prior to the reporting deadline for review. Please request financial reports for your grant at least two weeks prior to the reporting deadline. We will submit all the reports to the grantor on your behalf. Please do not submit reports without our review and approval.
