Research and Innovation

Office of Research and Innovation
Western Michigan University
Kalamazoo MI 49008-5456 USA
(269) 387-8298

July 28 Status Letter

WMU research hiring and procurement instructions for externally funded grants and contracts: updated July 28, 2020

  1. Can I appoint graduate or undergraduate students on an external grant or contract?
  • Grants and contracts from external federal, state, local and nonprofit sponsors can continue operations according to the scope of the grant or contract as long as the work can be performed remotely and in accordance with all WMU and state requirements on social distancing.
  • Grants and contracts from industrial sponsors can continue as long as the PI understands and confirms the terms that expenses incurred will be covered by the sponsor and the sponsor confirms the work can continue to be done remotely.  Work cannot continue if the sponsor does not make full timely payments or issues a stop order.

See process information.

  1. Can I hire staff on an external grant or contract?
  1. Can I buy research equipment?
  • If it is externally funded and is necessary to fulfill the aims and scope of the grant or contract, then yes, you can proceed with purchase. If replacement equipment is needed for an internally funded ongoing program, this may not be allowable and would need to be approved in light of the COVID-19 financial environment.
  1. How does this impact university cost-share commitments on my sponsored project?

Prior cost-share commitments for externally sponsored grants and contracts will be honored by the university.

  1. Will WMU provide cost-share for external grants?

External grants that require a mandatory cost-share will require approval and can expect a higher level of scrutiny in light of the COVID-19 financial environment during the remainder of FY20 and FY21.  Voluntary cost-share is highly unlikely under the current circumstances. 

WMU has a cost share form and mandatory process that must be followed when you are requesting cost share funds from outside of your college  https://wmich.edu/research/cost-share,

  • Any cost share requests are encouraged as soon as the proposal preparation begins, but not less than three weeks in advance of the submission deadline.
  • All PIs are strongly encouraged to start a discussion with the VPRI before beginning any application to an external funding program that requires cost-share.
    1. My work is supported by an internal grant from ORI (SFSA, FRACCAA, TD Fund or COVID-19 response grant), can I do the work and hire students on the grant? 
Research can continue as long as the work can be done remotely and does not require travel or any unallowed activity as determined by WMU, the state and public health officials and any required events related to the work have not been canceled.  However, any expenses on the grant must meet university requirements and approved by the VPRI and Provost as required by policy.  All recipients are asked to be thoughtful about any appointments or procurement off internal grants in light of the current financial instability caused by COVID-19. 
PROCESS: WMU has a hiring freeze in place.  All recipients are asked to be thoughtful about any appointments and procurement off internal grants in light of the current financial instability caused by COVID-19.  For processing appointments on an internal grant managed by ORI, even though the funds are in departments, approval is required.   See process information.
    1. My research is funded from my IDR/WRAP account or other department or college funds, can the work continue?  
Work on research projects can continue as long as the work can be done remotely and does not require travel or any unallowed activity as determined by WMU and the state.  Any expenses, however, including hiring or appointments may not be permitted and is subject to approval.  All recipients are asked to be thoughtful about any appointments or procurement off internal funds in light of the current financial instability caused by COVID-19.  Any expenses on these funds must still meet the original requirements of allowable expenditures https://wmich.edu/policies/wrap.  Any appointments must follow the WMU hiring freeze exception process from Academic Affairs.
    1. Can I purchase supplies from an internal grant? 
All recipients are asked to be thoughtful about any procurement off internal grants in light of the current financial instability caused by COVID-19.  Please note that Procurement may require justification from PIs that outlines why new supplies are essential. And where possible, please consider delaying purchases.  
    1. Can I travel on an internal grant? 
Many of these internal grants require significant travel, which is currently not permitted. An exception process is outlined at https://wmich.edu/travel.
    1. Can I buy research equipment? 
If it is externally funded and is necessary to fulfill the aims and scope of the grant or contract, then yes, you can proceed with purchase. If it is a replacement needed for an internally funded ongoing program, this may or may not be allowable and would need to be approved.  All recipients are asked to be thoughtful about any procurement in light of the current financial instability caused by COVID-19.   
 

This document is informed by the University of Michigan FAQs