FW: Message from the VPR: Update on Federal Funding Pause
by Lori Schultz
This message is being sent to all faculty today. That may have already happened, but passing along just in case.
Thanks,
Lori
From: UTSA Vice President for Research <vpresearch(a)utsa.edu>
Date: Thursday, January 30, 2025 at 7:42 AM
To: UTSA Vice President for Research <vpresearch(a)utsa.edu>
Subject: Message from the VPR: Update on Federal Funding Pause
Dear All:
The following message was sent to all faculty regarding the rescission of the OMB memo pausing funding. Please review this updated message. If you have any questions or hear additional information, please contact Lori Schultz<mailto:lori.schultz@utsa.edu>.
Thank you.
[cid:1184c3bd-fcce-4b13-a80c-6b1d3032580b]
Dear Faculty,
We want to share an important update regarding the recent Memorandum from the Office of Management and Budget (OMB). The federal order pausing funding programs has been rescinded. However, communications pauses are still in effect, and funding decisions may be delayed.
While we are still awaiting further details on what this means in practice, faculty and researchers should proceed with their federally funded activities as normal, unless notified by their federal sponsor. If you receive termination notices or modifications, contact the Office of Sponsored Projects (OSP) immediately at osp(a)utsa.edu<mailto:osp@utsa.edu>.
We continue to monitor the situation closely and UTSA Research will continue to provide updates as we learn more. A dedicated internal SharePoint page, Federal Research Policy Update<https://utsacloud-my.sharepoint.com/:u:/g/personal/jill_johnstoneking_uts...>, has been launched, where we will share updates on the most recent news and guidance.
We recognize the critical role you play in advancing research and innovation, and we appreciate your dedication during this period of uncertainty. We will continue to keep you informed as more details become available.
Sincerely,
[cid:21548a73-51af-481b-96ac-893f20395b9a]
JoAnn Browning, Ph.D., P.E., Dist.M. ASCE
Interim Vice President for Research
The University of Texas at San Antonio
Office of Research
One UTSA Circle
San Antonio, TX 78249-3209
[Creating Bold Futures]
4 months, 3 weeks
Access to Check COI and Research Security Training
by Justin Marmolejo
Hello everyone,
The access request for everyone to be able to check the completion of the COI and Research Security trainings has been completed.
In order to check completion of each course, you will need to:
1. Look up the course on the UTSA MyTraining website, course names below.
* RG0108: Research and Conflict of Interest
* RG0109: Research Security Training
2. View the Grades tab.
3. Locate the name of the researcher and find their grade. A 100% means that the training has been completed.
Please reach out to your respective team lead if you have any questions.
Thanks,
Justin Marmolejo
Assistant Director, Office of Sponsored Projects | Staff Senate Chair<https://www.utsa.edu/staffsenate/>
Office of Research
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
Office: NPB 5.102V04
Phone: 210.458.7049
Email: justin.marmolejo(a)utsa.edu<mailto:justin.marmolejo@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
4 months, 3 weeks
Re: Drawing down federal funds - quick definitions
by Lori Schultz
https://new.nsf.gov/executive-orders
This page doesn’t have a lot of detail, but does signal NSF’s interpretation of the Exec Orders, and possibly what activity has a chance of being funded.
From: Shannon Janssen <Shannon.Janssen(a)utsa.edu>
Date: Wednesday, January 29, 2025 at 1:14 PM
To: Lori Schultz <lori.schultz(a)utsa.edu>, Francesca Bronder <Francesca.Bronder(a)utsa.edu>, rowdy.research(a)lists.it.utsa.edu <rowdy.research(a)lists.it.utsa.edu>
Subject: RE: Drawing down federal funds - quick definitions
Yes, it appears that the solicitation is still open/active. I will let them know that we should move forward with the submission.
I will also make a note to contact the NSF PO next week to see if there are any updates/changes.
Thank you,
Shannon Lea Janssen, BBA
Research Administrator III
College of Sciences
The University of Texas at San Antonio
Important Reminders:
15/5 Rule for UTSA Proposals: https://research.utsa.edu/osp/ProposalDeadlines.html
NSF: Personnel Docs must be prepared using SciENcv.
REDKE is excited to announce LabArchives,<https://research.utsa.edu/manage/labarchives.html> Electronic Lab Notebook (ELN) software for research at no cost to UTSA Faculty and Staff, plus there is no limit on data storage space!
From: Lori Schultz <lori.schultz(a)utsa.edu>
Sent: Wednesday, January 29, 2025 2:11 PM
To: Shannon Janssen <Shannon.Janssen(a)utsa.edu>; Francesca Bronder <Francesca.Bronder(a)utsa.edu>; rowdy.research(a)lists.it.utsa.edu
Subject: Re: Drawing down federal funds - quick definitions
If the RFP/solicitation is still active, I think they should submit.
Hopefully, by next week they can contact NSF program officials to see if anything changes that.
From: Shannon Janssen <Shannon.Janssen(a)utsa.edu<mailto:Shannon.Janssen@utsa.edu>>
Date: Wednesday, January 29, 2025 at 1:07 PM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Good Afternoon Lori,
I have a PI that is asking if they should continue to submit an NSF proposal since it has diversity language included, should I inform them that they should or should not continue with the proposal submission?
The proposal is due February 12, 2025.
Thank you,
Shannon Lea Janssen, BBA
Research Administrator III
College of Sciences
The University of Texas at San Antonio
Important Reminders:
15/5 Rule for UTSA Proposals: https://research.utsa.edu/osp/ProposalDeadlines.html
NSF: Personnel Docs must be prepared using SciENcv.
REDKE is excited to announce LabArchives,<https://research.utsa.edu/manage/labarchives.html> Electronic Lab Notebook (ELN) software for research at no cost to UTSA Faculty and Staff, plus there is no limit on data storage space!
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 1:53 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>; rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: [Rowdy.research] Re: Drawing down federal funds - quick definitions
It has been rescinded. There likely won’t be another campus communication for a day or two – depending on what happens next.
Even though the freeze has been rescinded, all the communication pauses and EOs related to review for DEI and other things are still in effect. Review panels aren’t meeting. Award decisions are not being made. We can continue to expect delays in funding decisions and mods.
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 12:50 PM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
I agree and I was aware that we don’t “hold” the funds here, just did not want to go into too many details with the PI. I also heard through the RESADM “grapevine” that he order has “apparently” been rescinded. But I am waiting until we get official notice 😊
Thank you for keeping us all in the loop 😊
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 1:34 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>; rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: Re: Drawing down federal funds - quick definitions
Hi, Francesca,
Yes, I am ok with you sharing with PIs as you see fit. The important thing to note is that NO – we don’t have all the funds for their award. That’s not how it works. We get the money as a reimbursement after it is spent. It’s similar to sending an invoice, but happens faster – that’s the only difference.
For nearly all awards, federal and non-federal, we don’t get actual money when they award comes in.
I think it’s also fine to not worry people unnecessarily with the nuts and bolts of this. We are monitoring developments. If the award has budget available and the end date is in the future, they can continue work unless they receive information from their sponsor that something should stop.
Thanks,
Lori
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 10:58 AM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
Thank you for the clarification! This is very helpful. One of mi PIs with a NSF award has asked me this question; may I forward this explanation to her? Or would it make her even more worried? In my original reply to her, I did not directly address how funds are managed and where they are “located”; I just told her that for now her award is not going to stop, that we are monitoring developments, and have a link for new updates and info.
And as I was writing this email to you all she replied to me as below… I am sure so may other PIs are asking themselves the same question.
[cid:image001.png@01DB7258.13B63B80]
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 11:49 AM
To: rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: [Rowdy.research] Drawing down federal funds - quick definitions
Hi, all,
I’ve fielded a few questions about drawing down federal funds for grants and thought I’d send a quick explainer about what it means.
When we receive a grant from a federal agency, the award document represents authority to spend the obligated award amount. Depending on the language in the grant, that obligated award amount might be for the whole project period, or for a year of funding until continuation years are granted and the obligated award amount increases. We don’t receive actual money from the sponsor until we start spending on the grant.
Letter of Credit (LOC) draws are a way for grantees to electronically request reimbursement for expenses incurred on federal grants instead of sending paper/email invoices. The funds are transferred to the grantee by EFT/wire transfer.
GCFS handles LOC draws based on expenditure activity on the grant. We are only allowed to be reimbursed for what we spent on a grant during a given period, and only up to the obligated award amount. GCFS pulls expenditures for federal sponsors with LOC capability, and only expenditures. We cannot draw funds for encumbrances.
This applies only to federal grants and some cooperative agreements but not contracts or awards from non-federal sponsors (including subfederal awards where UTSA is the subrecipient).
If you have questions, please email through this list.
Thanks,
Lori
4 months, 3 weeks
Re: Drawing down federal funds - quick definitions
by Shannon Janssen
Yes, it appears that the solicitation is still open/active. I will let them know that we should move forward with the submission.
I will also make a note to contact the NSF PO next week to see if there are any updates/changes.
Thank you,
Shannon Lea Janssen, BBA
Research Administrator III
College of Sciences
The University of Texas at San Antonio
Important Reminders:
· 15/5 Rule for UTSA Proposals: https://research.utsa.edu/osp/ProposalDeadlines.html
· NSF: Personnel Docs must be prepared using SciENcv.
· REDKE is excited to announce LabArchives,<https://research.utsa.edu/manage/labarchives.html> Electronic Lab Notebook (ELN) software for research at no cost to UTSA Faculty and Staff, plus there is no limit on data storage space!
From: Lori Schultz <lori.schultz(a)utsa.edu>
Sent: Wednesday, January 29, 2025 2:11 PM
To: Shannon Janssen <Shannon.Janssen(a)utsa.edu>; Francesca Bronder <Francesca.Bronder(a)utsa.edu>; rowdy.research(a)lists.it.utsa.edu
Subject: Re: Drawing down federal funds - quick definitions
If the RFP/solicitation is still active, I think they should submit.
Hopefully, by next week they can contact NSF program officials to see if anything changes that.
From: Shannon Janssen <Shannon.Janssen(a)utsa.edu<mailto:Shannon.Janssen@utsa.edu>>
Date: Wednesday, January 29, 2025 at 1:07 PM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Good Afternoon Lori,
I have a PI that is asking if they should continue to submit an NSF proposal since it has diversity language included, should I inform them that they should or should not continue with the proposal submission?
The proposal is due February 12, 2025.
Thank you,
Shannon Lea Janssen, BBA
Research Administrator III
College of Sciences
The University of Texas at San Antonio
Important Reminders:
15/5 Rule for UTSA Proposals: https://research.utsa.edu/osp/ProposalDeadlines.html
NSF: Personnel Docs must be prepared using SciENcv.
REDKE is excited to announce LabArchives,<https://research.utsa.edu/manage/labarchives.html> Electronic Lab Notebook (ELN) software for research at no cost to UTSA Faculty and Staff, plus there is no limit on data storage space!
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 1:53 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>; rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: [Rowdy.research] Re: Drawing down federal funds - quick definitions
It has been rescinded. There likely won’t be another campus communication for a day or two – depending on what happens next.
Even though the freeze has been rescinded, all the communication pauses and EOs related to review for DEI and other things are still in effect. Review panels aren’t meeting. Award decisions are not being made. We can continue to expect delays in funding decisions and mods.
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 12:50 PM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
I agree and I was aware that we don’t “hold” the funds here, just did not want to go into too many details with the PI. I also heard through the RESADM “grapevine” that he order has “apparently” been rescinded. But I am waiting until we get official notice 😊
Thank you for keeping us all in the loop 😊
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 1:34 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>; rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: Re: Drawing down federal funds - quick definitions
Hi, Francesca,
Yes, I am ok with you sharing with PIs as you see fit. The important thing to note is that NO – we don’t have all the funds for their award. That’s not how it works. We get the money as a reimbursement after it is spent. It’s similar to sending an invoice, but happens faster – that’s the only difference.
For nearly all awards, federal and non-federal, we don’t get actual money when they award comes in.
I think it’s also fine to not worry people unnecessarily with the nuts and bolts of this. We are monitoring developments. If the award has budget available and the end date is in the future, they can continue work unless they receive information from their sponsor that something should stop.
Thanks,
Lori
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 10:58 AM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
Thank you for the clarification! This is very helpful. One of mi PIs with a NSF award has asked me this question; may I forward this explanation to her? Or would it make her even more worried? In my original reply to her, I did not directly address how funds are managed and where they are “located”; I just told her that for now her award is not going to stop, that we are monitoring developments, and have a link for new updates and info.
And as I was writing this email to you all she replied to me as below… I am sure so may other PIs are asking themselves the same question.
[cid:image001.png@01DB7258.13B63B80]
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 11:49 AM
To: rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: [Rowdy.research] Drawing down federal funds - quick definitions
Hi, all,
I’ve fielded a few questions about drawing down federal funds for grants and thought I’d send a quick explainer about what it means.
When we receive a grant from a federal agency, the award document represents authority to spend the obligated award amount. Depending on the language in the grant, that obligated award amount might be for the whole project period, or for a year of funding until continuation years are granted and the obligated award amount increases. We don’t receive actual money from the sponsor until we start spending on the grant.
Letter of Credit (LOC) draws are a way for grantees to electronically request reimbursement for expenses incurred on federal grants instead of sending paper/email invoices. The funds are transferred to the grantee by EFT/wire transfer.
GCFS handles LOC draws based on expenditure activity on the grant. We are only allowed to be reimbursed for what we spent on a grant during a given period, and only up to the obligated award amount. GCFS pulls expenditures for federal sponsors with LOC capability, and only expenditures. We cannot draw funds for encumbrances.
This applies only to federal grants and some cooperative agreements but not contracts or awards from non-federal sponsors (including subfederal awards where UTSA is the subrecipient).
If you have questions, please email through this list.
Thanks,
Lori
4 months, 3 weeks
Re: Drawing down federal funds - quick definitions
by Lori Schultz
If the RFP/solicitation is still active, I think they should submit.
Hopefully, by next week they can contact NSF program officials to see if anything changes that.
From: Shannon Janssen <Shannon.Janssen(a)utsa.edu>
Date: Wednesday, January 29, 2025 at 1:07 PM
To: Lori Schultz <lori.schultz(a)utsa.edu>, Francesca Bronder <Francesca.Bronder(a)utsa.edu>, rowdy.research(a)lists.it.utsa.edu <rowdy.research(a)lists.it.utsa.edu>
Subject: RE: Drawing down federal funds - quick definitions
Good Afternoon Lori,
I have a PI that is asking if they should continue to submit an NSF proposal since it has diversity language included, should I inform them that they should or should not continue with the proposal submission?
The proposal is due February 12, 2025.
Thank you,
Shannon Lea Janssen, BBA
Research Administrator III
College of Sciences
The University of Texas at San Antonio
Important Reminders:
15/5 Rule for UTSA Proposals: https://research.utsa.edu/osp/ProposalDeadlines.html
NSF: Personnel Docs must be prepared using SciENcv.
REDKE is excited to announce LabArchives,<https://research.utsa.edu/manage/labarchives.html> Electronic Lab Notebook (ELN) software for research at no cost to UTSA Faculty and Staff, plus there is no limit on data storage space!
From: Lori Schultz <lori.schultz(a)utsa.edu>
Sent: Wednesday, January 29, 2025 1:53 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu>; rowdy.research(a)lists.it.utsa.edu
Subject: [Rowdy.research] Re: Drawing down federal funds - quick definitions
It has been rescinded. There likely won’t be another campus communication for a day or two – depending on what happens next.
Even though the freeze has been rescinded, all the communication pauses and EOs related to review for DEI and other things are still in effect. Review panels aren’t meeting. Award decisions are not being made. We can continue to expect delays in funding decisions and mods.
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 12:50 PM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
I agree and I was aware that we don’t “hold” the funds here, just did not want to go into too many details with the PI. I also heard through the RESADM “grapevine” that he order has “apparently” been rescinded. But I am waiting until we get official notice 😊
Thank you for keeping us all in the loop 😊
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 1:34 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>; rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: Re: Drawing down federal funds - quick definitions
Hi, Francesca,
Yes, I am ok with you sharing with PIs as you see fit. The important thing to note is that NO – we don’t have all the funds for their award. That’s not how it works. We get the money as a reimbursement after it is spent. It’s similar to sending an invoice, but happens faster – that’s the only difference.
For nearly all awards, federal and non-federal, we don’t get actual money when they award comes in.
I think it’s also fine to not worry people unnecessarily with the nuts and bolts of this. We are monitoring developments. If the award has budget available and the end date is in the future, they can continue work unless they receive information from their sponsor that something should stop.
Thanks,
Lori
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 10:58 AM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
Thank you for the clarification! This is very helpful. One of mi PIs with a NSF award has asked me this question; may I forward this explanation to her? Or would it make her even more worried? In my original reply to her, I did not directly address how funds are managed and where they are “located”; I just told her that for now her award is not going to stop, that we are monitoring developments, and have a link for new updates and info.
And as I was writing this email to you all she replied to me as below… I am sure so may other PIs are asking themselves the same question.
[cid:image001.png@01DB7257.16425A10]
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 11:49 AM
To: rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: [Rowdy.research] Drawing down federal funds - quick definitions
Hi, all,
I’ve fielded a few questions about drawing down federal funds for grants and thought I’d send a quick explainer about what it means.
When we receive a grant from a federal agency, the award document represents authority to spend the obligated award amount. Depending on the language in the grant, that obligated award amount might be for the whole project period, or for a year of funding until continuation years are granted and the obligated award amount increases. We don’t receive actual money from the sponsor until we start spending on the grant.
Letter of Credit (LOC) draws are a way for grantees to electronically request reimbursement for expenses incurred on federal grants instead of sending paper/email invoices. The funds are transferred to the grantee by EFT/wire transfer.
GCFS handles LOC draws based on expenditure activity on the grant. We are only allowed to be reimbursed for what we spent on a grant during a given period, and only up to the obligated award amount. GCFS pulls expenditures for federal sponsors with LOC capability, and only expenditures. We cannot draw funds for encumbrances.
This applies only to federal grants and some cooperative agreements but not contracts or awards from non-federal sponsors (including subfederal awards where UTSA is the subrecipient).
If you have questions, please email through this list.
Thanks,
Lori
4 months, 3 weeks
Re: Drawing down federal funds - quick definitions
by Shannon Janssen
Good Afternoon Lori,
I have a PI that is asking if they should continue to submit an NSF proposal since it has diversity language included, should I inform them that they should or should not continue with the proposal submission?
The proposal is due February 12, 2025.
Thank you,
Shannon Lea Janssen, BBA
Research Administrator III
College of Sciences
The University of Texas at San Antonio
Important Reminders:
· 15/5 Rule for UTSA Proposals: https://research.utsa.edu/osp/ProposalDeadlines.html
· NSF: Personnel Docs must be prepared using SciENcv.
· REDKE is excited to announce LabArchives,<https://research.utsa.edu/manage/labarchives.html> Electronic Lab Notebook (ELN) software for research at no cost to UTSA Faculty and Staff, plus there is no limit on data storage space!
From: Lori Schultz <lori.schultz(a)utsa.edu>
Sent: Wednesday, January 29, 2025 1:53 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu>; rowdy.research(a)lists.it.utsa.edu
Subject: [Rowdy.research] Re: Drawing down federal funds - quick definitions
It has been rescinded. There likely won’t be another campus communication for a day or two – depending on what happens next.
Even though the freeze has been rescinded, all the communication pauses and EOs related to review for DEI and other things are still in effect. Review panels aren’t meeting. Award decisions are not being made. We can continue to expect delays in funding decisions and mods.
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 12:50 PM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
I agree and I was aware that we don’t “hold” the funds here, just did not want to go into too many details with the PI. I also heard through the RESADM “grapevine” that he order has “apparently” been rescinded. But I am waiting until we get official notice 😊
Thank you for keeping us all in the loop 😊
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 1:34 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>; rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: Re: Drawing down federal funds - quick definitions
Hi, Francesca,
Yes, I am ok with you sharing with PIs as you see fit. The important thing to note is that NO – we don’t have all the funds for their award. That’s not how it works. We get the money as a reimbursement after it is spent. It’s similar to sending an invoice, but happens faster – that’s the only difference.
For nearly all awards, federal and non-federal, we don’t get actual money when they award comes in.
I think it’s also fine to not worry people unnecessarily with the nuts and bolts of this. We are monitoring developments. If the award has budget available and the end date is in the future, they can continue work unless they receive information from their sponsor that something should stop.
Thanks,
Lori
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 10:58 AM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
Thank you for the clarification! This is very helpful. One of mi PIs with a NSF award has asked me this question; may I forward this explanation to her? Or would it make her even more worried? In my original reply to her, I did not directly address how funds are managed and where they are “located”; I just told her that for now her award is not going to stop, that we are monitoring developments, and have a link for new updates and info.
And as I was writing this email to you all she replied to me as below… I am sure so may other PIs are asking themselves the same question.
[cid:image001.png@01DB7257.16425A10]
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 11:49 AM
To: rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: [Rowdy.research] Drawing down federal funds - quick definitions
Hi, all,
I’ve fielded a few questions about drawing down federal funds for grants and thought I’d send a quick explainer about what it means.
When we receive a grant from a federal agency, the award document represents authority to spend the obligated award amount. Depending on the language in the grant, that obligated award amount might be for the whole project period, or for a year of funding until continuation years are granted and the obligated award amount increases. We don’t receive actual money from the sponsor until we start spending on the grant.
Letter of Credit (LOC) draws are a way for grantees to electronically request reimbursement for expenses incurred on federal grants instead of sending paper/email invoices. The funds are transferred to the grantee by EFT/wire transfer.
GCFS handles LOC draws based on expenditure activity on the grant. We are only allowed to be reimbursed for what we spent on a grant during a given period, and only up to the obligated award amount. GCFS pulls expenditures for federal sponsors with LOC capability, and only expenditures. We cannot draw funds for encumbrances.
This applies only to federal grants and some cooperative agreements but not contracts or awards from non-federal sponsors (including subfederal awards where UTSA is the subrecipient).
If you have questions, please email through this list.
Thanks,
Lori
4 months, 3 weeks
Re: Drawing down federal funds - quick definitions
by Lori Schultz
It has been rescinded. There likely won’t be another campus communication for a day or two – depending on what happens next.
Even though the freeze has been rescinded, all the communication pauses and EOs related to review for DEI and other things are still in effect. Review panels aren’t meeting. Award decisions are not being made. We can continue to expect delays in funding decisions and mods.
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu>
Date: Wednesday, January 29, 2025 at 12:50 PM
To: Lori Schultz <lori.schultz(a)utsa.edu>, rowdy.research(a)lists.it.utsa.edu <rowdy.research(a)lists.it.utsa.edu>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
I agree and I was aware that we don’t “hold” the funds here, just did not want to go into too many details with the PI. I also heard through the RESADM “grapevine” that he order has “apparently” been rescinded. But I am waiting until we get official notice 😊
Thank you for keeping us all in the loop 😊
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu>
Sent: Wednesday, January 29, 2025 1:34 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu>; rowdy.research(a)lists.it.utsa.edu
Subject: Re: Drawing down federal funds - quick definitions
Hi, Francesca,
Yes, I am ok with you sharing with PIs as you see fit. The important thing to note is that NO – we don’t have all the funds for their award. That’s not how it works. We get the money as a reimbursement after it is spent. It’s similar to sending an invoice, but happens faster – that’s the only difference.
For nearly all awards, federal and non-federal, we don’t get actual money when they award comes in.
I think it’s also fine to not worry people unnecessarily with the nuts and bolts of this. We are monitoring developments. If the award has budget available and the end date is in the future, they can continue work unless they receive information from their sponsor that something should stop.
Thanks,
Lori
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 10:58 AM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
Thank you for the clarification! This is very helpful. One of mi PIs with a NSF award has asked me this question; may I forward this explanation to her? Or would it make her even more worried? In my original reply to her, I did not directly address how funds are managed and where they are “located”; I just told her that for now her award is not going to stop, that we are monitoring developments, and have a link for new updates and info.
And as I was writing this email to you all she replied to me as below… I am sure so may other PIs are asking themselves the same question.
[cid:image001.png@01DB7254.CAD66870]
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 11:49 AM
To: rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: [Rowdy.research] Drawing down federal funds - quick definitions
Hi, all,
I’ve fielded a few questions about drawing down federal funds for grants and thought I’d send a quick explainer about what it means.
When we receive a grant from a federal agency, the award document represents authority to spend the obligated award amount. Depending on the language in the grant, that obligated award amount might be for the whole project period, or for a year of funding until continuation years are granted and the obligated award amount increases. We don’t receive actual money from the sponsor until we start spending on the grant.
Letter of Credit (LOC) draws are a way for grantees to electronically request reimbursement for expenses incurred on federal grants instead of sending paper/email invoices. The funds are transferred to the grantee by EFT/wire transfer.
GCFS handles LOC draws based on expenditure activity on the grant. We are only allowed to be reimbursed for what we spent on a grant during a given period, and only up to the obligated award amount. GCFS pulls expenditures for federal sponsors with LOC capability, and only expenditures. We cannot draw funds for encumbrances.
This applies only to federal grants and some cooperative agreements but not contracts or awards from non-federal sponsors (including subfederal awards where UTSA is the subrecipient).
If you have questions, please email through this list.
Thanks,
Lori
4 months, 3 weeks
Re: Drawing down federal funds - quick definitions
by Francesca Bronder
Hi Lori,
I agree and I was aware that we don’t “hold” the funds here, just did not want to go into too many details with the PI. I also heard through the RESADM “grapevine” that he order has “apparently” been rescinded. But I am waiting until we get official notice 😊
Thank you for keeping us all in the loop 😊
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu>
Sent: Wednesday, January 29, 2025 1:34 PM
To: Francesca Bronder <Francesca.Bronder(a)utsa.edu>; rowdy.research(a)lists.it.utsa.edu
Subject: Re: Drawing down federal funds - quick definitions
Hi, Francesca,
Yes, I am ok with you sharing with PIs as you see fit. The important thing to note is that NO – we don’t have all the funds for their award. That’s not how it works. We get the money as a reimbursement after it is spent. It’s similar to sending an invoice, but happens faster – that’s the only difference.
For nearly all awards, federal and non-federal, we don’t get actual money when they award comes in.
I think it’s also fine to not worry people unnecessarily with the nuts and bolts of this. We are monitoring developments. If the award has budget available and the end date is in the future, they can continue work unless they receive information from their sponsor that something should stop.
Thanks,
Lori
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu<mailto:Francesca.Bronder@utsa.edu>>
Date: Wednesday, January 29, 2025 at 10:58 AM
To: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>, rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu> <rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
Thank you for the clarification! This is very helpful. One of mi PIs with a NSF award has asked me this question; may I forward this explanation to her? Or would it make her even more worried? In my original reply to her, I did not directly address how funds are managed and where they are “located”; I just told her that for now her award is not going to stop, that we are monitoring developments, and have a link for new updates and info.
And as I was writing this email to you all she replied to me as below… I am sure so may other PIs are asking themselves the same question.
[cid:image001.png@01DB7254.CAD66870]
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu<mailto:lori.schultz@utsa.edu>>
Sent: Wednesday, January 29, 2025 11:49 AM
To: rowdy.research(a)lists.it.utsa.edu<mailto:rowdy.research@lists.it.utsa.edu>
Subject: [Rowdy.research] Drawing down federal funds - quick definitions
Hi, all,
I’ve fielded a few questions about drawing down federal funds for grants and thought I’d send a quick explainer about what it means.
When we receive a grant from a federal agency, the award document represents authority to spend the obligated award amount. Depending on the language in the grant, that obligated award amount might be for the whole project period, or for a year of funding until continuation years are granted and the obligated award amount increases. We don’t receive actual money from the sponsor until we start spending on the grant.
Letter of Credit (LOC) draws are a way for grantees to electronically request reimbursement for expenses incurred on federal grants instead of sending paper/email invoices. The funds are transferred to the grantee by EFT/wire transfer.
GCFS handles LOC draws based on expenditure activity on the grant. We are only allowed to be reimbursed for what we spent on a grant during a given period, and only up to the obligated award amount. GCFS pulls expenditures for federal sponsors with LOC capability, and only expenditures. We cannot draw funds for encumbrances.
This applies only to federal grants and some cooperative agreements but not contracts or awards from non-federal sponsors (including subfederal awards where UTSA is the subrecipient).
If you have questions, please email through this list.
Thanks,
Lori
4 months, 3 weeks
Re: Drawing down federal funds - quick definitions
by Lori Schultz
Hi, Francesca,
Yes, I am ok with you sharing with PIs as you see fit. The important thing to note is that NO – we don’t have all the funds for their award. That’s not how it works. We get the money as a reimbursement after it is spent. It’s similar to sending an invoice, but happens faster – that’s the only difference.
For nearly all awards, federal and non-federal, we don’t get actual money when they award comes in.
I think it’s also fine to not worry people unnecessarily with the nuts and bolts of this. We are monitoring developments. If the award has budget available and the end date is in the future, they can continue work unless they receive information from their sponsor that something should stop.
Thanks,
Lori
From: Francesca Bronder <Francesca.Bronder(a)utsa.edu>
Date: Wednesday, January 29, 2025 at 10:58 AM
To: Lori Schultz <lori.schultz(a)utsa.edu>, rowdy.research(a)lists.it.utsa.edu <rowdy.research(a)lists.it.utsa.edu>
Subject: RE: Drawing down federal funds - quick definitions
Hi Lori,
Thank you for the clarification! This is very helpful. One of mi PIs with a NSF award has asked me this question; may I forward this explanation to her? Or would it make her even more worried? In my original reply to her, I did not directly address how funds are managed and where they are “located”; I just told her that for now her award is not going to stop, that we are monitoring developments, and have a link for new updates and info.
And as I was writing this email to you all she replied to me as below… I am sure so may other PIs are asking themselves the same question.
[cid:image001.png@01DB7245.17049DD0]
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu>
Sent: Wednesday, January 29, 2025 11:49 AM
To: rowdy.research(a)lists.it.utsa.edu
Subject: [Rowdy.research] Drawing down federal funds - quick definitions
Hi, all,
I’ve fielded a few questions about drawing down federal funds for grants and thought I’d send a quick explainer about what it means.
When we receive a grant from a federal agency, the award document represents authority to spend the obligated award amount. Depending on the language in the grant, that obligated award amount might be for the whole project period, or for a year of funding until continuation years are granted and the obligated award amount increases. We don’t receive actual money from the sponsor until we start spending on the grant.
Letter of Credit (LOC) draws are a way for grantees to electronically request reimbursement for expenses incurred on federal grants instead of sending paper/email invoices. The funds are transferred to the grantee by EFT/wire transfer.
GCFS handles LOC draws based on expenditure activity on the grant. We are only allowed to be reimbursed for what we spent on a grant during a given period, and only up to the obligated award amount. GCFS pulls expenditures for federal sponsors with LOC capability, and only expenditures. We cannot draw funds for encumbrances.
This applies only to federal grants and some cooperative agreements but not contracts or awards from non-federal sponsors (including subfederal awards where UTSA is the subrecipient).
If you have questions, please email through this list.
Thanks,
Lori
4 months, 3 weeks
Re: Drawing down federal funds - quick definitions
by Francesca Bronder
Hi Lori,
Thank you for the clarification! This is very helpful. One of mi PIs with a NSF award has asked me this question; may I forward this explanation to her? Or would it make her even more worried? In my original reply to her, I did not directly address how funds are managed and where they are "located"; I just told her that for now her award is not going to stop, that we are monitoring developments, and have a link for new updates and info.
And as I was writing this email to you all she replied to me as below... I am sure so may other PIs are asking themselves the same question.
[cid:image001.png@01DB7245.17049DD0]
Sincerely,
Francesca Bronder, M.A.
Research Administrator II - College Research Administration
College of Sciences
The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249-1644
BSE 1.628
Email: francesca.bronder(a)utsa.edu<mailto:francesca.bronder@utsa.edu>
http://research.utsa.edu<http://research.utsa.edu/>
From: Lori Schultz <lori.schultz(a)utsa.edu>
Sent: Wednesday, January 29, 2025 11:49 AM
To: rowdy.research(a)lists.it.utsa.edu
Subject: [Rowdy.research] Drawing down federal funds - quick definitions
Hi, all,
I've fielded a few questions about drawing down federal funds for grants and thought I'd send a quick explainer about what it means.
When we receive a grant from a federal agency, the award document represents authority to spend the obligated award amount. Depending on the language in the grant, that obligated award amount might be for the whole project period, or for a year of funding until continuation years are granted and the obligated award amount increases. We don't receive actual money from the sponsor until we start spending on the grant.
Letter of Credit (LOC) draws are a way for grantees to electronically request reimbursement for expenses incurred on federal grants instead of sending paper/email invoices. The funds are transferred to the grantee by EFT/wire transfer.
GCFS handles LOC draws based on expenditure activity on the grant. We are only allowed to be reimbursed for what we spent on a grant during a given period, and only up to the obligated award amount. GCFS pulls expenditures for federal sponsors with LOC capability, and only expenditures. We cannot draw funds for encumbrances.
This applies only to federal grants and some cooperative agreements but not contracts or awards from non-federal sponsors (including subfederal awards where UTSA is the subrecipient).
If you have questions, please email through this list.
Thanks,
Lori
4 months, 3 weeks