Manage my Grant

Once Awardees share their designated CNAC-ORG-CREF segments and funding distributions are confirmed, the Provost-provided funding will be processed via resource transfer journal entry. The transfer will pertain to the fiscal year need, as determined by the approved budget. At this time, the matching funds applicable to that fiscal year should also be provided. 

YEAR 1 
If your project is awarded funding, you will be asked to complete a few follow-up tasks in Survey Monkey Apply. In addition, you will be asked to confirm and transfer, if applicable, your matching funds to the 14Fund. Only when these criteria are satisfied will Penn Global’s Business Office transfer Year 1 funding. 

YEAR 2+ 
For multi-years Projects, continued funding is dependent on a number of factors including the satisfactory completion of all requirements associated with the award. It is expected that all programs submit their semi-annual narrative and financial reports on time and are confirmed to be in good standing prior to receiving the Provost Office’s funds for the fiscal year. That includes having received the Awardee’s matching funds for the year, or having confirmed with Penn Global’s Business Office an explicitly defined timeline of when the match will be received. 

Note: Project leadership that fail to meet their documentation and reporting obligations as outlined in the Award Terms and Conditions may jeopardize existing as well as future Grant Program funding opportunities. 

In accepting a grant, Awardees agree to submit semi-annual financial and annual narrative reports in January and July (for narrative reports, January or July) throughout the project’s period of performance. In general, reports will be due on the following dates, unless otherwise noted: 

• JANUARY 31: covering the period July 1 – December 31 of each fiscal year 
• JULY 31: covering the period January 1 – June 30 of each fiscal year 

Awardees also agree to schedule and hold semi-annual check-in meetings with a member of Penn Global’s Grant Program management team prior to each semi-annual report submissions. 

All narrative and expenditure reports must be submitted via Survey Monkey Apply using forms or templates provided by Penn Global. If no activity or spending has occurred within the most recent reporting period, please indicate this on the appropriate form, using “N/A” or similar for narrative reports and “0” for financial reports. Extensions on semi-annual report submissions must be approved in advance by Penn Global. 

Please note that incomplete or recurring tardy semi-annual report submissions may jeopardize the Awardee’s likelihood for continued funding. 

Penn Global fund guidelines do not supersede any policies or protocols established by the Awardee’s School, Center or Department. The Awardee is responsible for ensuring that the Project meets the same departmental internal processes and review as it would for any educational, research, or other activity conducted within their School, Center or Department. 

General Guidance for International Activities: The University of Pennsylvania places a high value on engagement with international partners. Please see the Office of the Vice Provost for Research for general guidance and important considerations when traveling or conducting research abroad or hosting foreign visitors in or at University facilities. 

Disclosure of International Activities: Recipients of funding from the U.S. National Institutes of Health, National Science Foundation, and Department of Defense may be required to disclose foreign research collaborations, including those supported by Penn Global funds, even if such collaborations are not directly supported by U.S. federal grants. Please consult the Office of Research Services for agency-specific disclosure guidance. 

Export Compliance: all Penn activities, whether conducted on campus or overseas, must comply with applicable regulatory requirements, including U.S. export control laws which restrict or require licensing for the export of items and technologies to certain countries, individuals, and entities, including some academic institutions in some countries. Penn’s Office of Export Compliance can assist with any questions regarding licensing requirements for specific activities. 

Awardees will be notified if any potential export compliance issues are identified within their proposal. 

Training: Awardees are expected to comply with University research policies with respect to human subjects and other required training and certification and may be required to undergo training on research ethics, human subjects review, and other subjects as needed and appropriate prior to beginning a Penn Global Research and Engagement Fund-supported Project. 

Foreign Agreements and Research Collaborations: Awardees whose Projects require formal or written agreements of any kind, including Memoranda of Understanding, with foreign partners, institutions, or organizations should contact Penn Global Global Support Services (GSS) before concluding any formal documentation. GSS can provide assistance at any stage of the development of new international Memoranda of Understanding and academic agreements. To start the process, please complete the form available on the GSS website. GSS also maintains a record of existing school/center agreements on the GSS website. 

Research collaboration agreements should be routed through Penn’s Research Inventory System (RIS) for review and signature. 

Overseas Hiring and Tax Issues: The recommended option for hiring individuals such as research assistants abroad is to have a local partner institution hire, contract with, and pay the individual, and then have that institution invoice your School/Center directly. If you are not able to determine a partner institution to hire the individual, please contact Global Support Services: globalsupport@pobox.upenn.edu.  

Vendor Payments: 

• Honoraria: Please be sure honoraria payments are given as a token of appreciation for participation in an activity or event, and not as a contractual obligation to pay services rendered. Payments should be initiated at the Penn Marketplace & comply with Financial Policy 2319 regarding eligibility & process. If you need additional assistance regarding foreign payments for honoraria please contact the Tax Office at doftaxoper@pobox.upenn.edu.   
• Vendor Payment Procedures:  The preferred method is that all Award expenses be recorded on Penn’s books (i.e., Penn receives the funds from the external funder and then pays for the cost of the goods/services).  Direct pay by external funding source(s) should be employed ONLY in cases in which Penn Global Support Services (GSS) deems this method is necessary for specific reasons. Cash payments should be avoided unless absolutely necessary and require advance approval. For additional information contact GSS at globalsupport@pobox.upenn.edu
•  Individual or Corporate Funding: Any individual or corporate funding should be collected by the University of Pennsylvania. Please contact Penn Global Support Services (GSS) at globalsupport@pobox.upenn.edu if you have questions as to what types of revenue/payments are allowable.  

Office and Space Rental: Please contact Penn Global Support Services (GSS) at globalsupport@pobox.upenn.edu if your Project requires office or long-term space rental in a foreign country of 30 days or longer, as there are potential tax consequences and regulatory requirements. 

REQUESTING A CHANGE IN SCOPE AND/OR BUDGET 
Requests to shift funds in excess of 20% of the approved Project budget must be approved in advance by Penn Global. This includes when shifting funds associated with tasks across fiscal years. The total amount shifted from one task to another generally may not exceed 20% of the approved Project budget. 

Please note that the Provost’s Office is not able to provide additional funds for any unbudgeted or excess costs not included in the approved Project budget, and that any expenditures outside the approved Project budget must be agreed in advance and confirmed in writing with Penn Global.   

REQUESTING A NO-COST EXTENSION 
At least 30 days prior to the completion of the Project, the Awardee may submit a written request to Penn Global to extend the duration of the Period of Performance. This is subject to Penn Global approval. An extension of the Period of Performance will not result in an increase in funding. 

Generally, and assuming there is clearly demonstrated need in the written request, Projects may be approved for a no-cost extension in duration equal to the original project’s Period of Performance.  

• For example, a Project originally approved for 6 months may be granted up to 6 months’ extension; a 1-year project may be granted up to a 1 year extension; etc. 
• Exceptions may be made on a case-by-case basis, though the written request must demonstrate exceptional need and are subject to additional review prior to potential approval. 

Important Note: Awardees are expected to notify Penn Global as soon as possible in the event they are unable to perform the work and activities of this Project, expend the Award funds for the purposes of the Project or within the Period of Performance, or are otherwise unable to meet the terms and conditions of the Award. 

SUBMIT YOUR REQUEST 
For requests to modify the scope of your award or re-allocate funding to an activity not included in the approved project budget or to request a no-cost extension of the approved project period of completion, you will need to complete a form on Survey Monkey Apply. 

To get started, please contact Penn Global at global@upenn.edu with your request.  

MEDIA & PUBLICITY 
Unless otherwise requested by the Awardee, Penn Global may include information regarding this award, including its purpose, photographs, or other information or materials about your Project and its activities, in Penn Global’s reports, presentations, and publications or on Penn Global’s website and social media platforms without further notification. 

ACKNOWLEDGEMENT OF SUPPORT 
We request Awardees to identify Penn Global and the relevant specific Research and Engagement Fund (GEF, CREF, IREF, or HAREF) as a funding source on publicity associated with the Project. Penn Global’s logo and its Research and Engagement Fund logos will be provided to the Awardee upon request.