Contracts & Grants. Transmittal Memorandum Form (AG-100) and instructions (must be submitted with all contractual forms)

Transcription

1 Partners with Nature Contracts & Grants I. Steps and Procedures II. III. IV. Transmittal Memorandum Form (AG-100) and instructions (must be submitted with all contractual forms) Memorandum of Agreement and Understanding Form (CG2) and instructions Restricted Cash Gift Agreement Form (AG-101) and instructions V. Unrestricted Cash Contribution Agreement Form (AG-102) and instructions VI. VII. VIII. Document Review/Approval Sheet (AG-105) Determination of Independent Contractor Status/Contractual Agreement Form (AG-106) and instructions Website where these and other contractual forms may be located All grant information will be mailed to Peggy Lundstrom at Entomology Department.

2 Gift Process and Memorandum of Agreement Contracts and Grants Steps and Procedures 1. EAIPM is notified by donor their intent to provide a grant. 2. EAIPM completes an AG100 (cover sheet) and either an AG-101, AG-102, or a CG2 (MOA) depending on type of grant. 3. EAIPM then sends AG-101, AG-102 or CG2 to donor to sign. Be sure and put your address for recipient so that the paperwork will be sent back to you. 4. EAIPM forwards the AG-100 plus the AG-101, AG-102, or CG2 with the grant check to Peggy Lundstrom for approval. 5. If check is with it, Peggy forwards approved forms and associated check to the Ag Program Cash Management Office with a AG-207 deposit form for the check to be deposited. If the check is not yet sent, Peggy forwards approved forms to the Contracts and Grants Office (Forms will be held until funds are received). 6. Cash Management then records the receipt of funds and forwards the forms and a copy of the deposit to Contracts & Grants office to verify the account and to route forms for administrative approval. 7. Contracts and Grants generates a thank you letter to the donor and mails the letter and a copy of the fully signed forms back to donor for their records. A copy of the completed forms is also ed to EAIPM for their records. 8. Grant is entered into our database for reporting purposes to the Board of Regents.

3 The Agriculture Program Texas Agricultural Experiment Station Texas Cooperative Extension AG100 (8/01) The Texas A&M University System Contracts & Grants Forms Transmittal Memorandum for Gifts, Contributions, Loan Agreements and Memorandum of Agreements Date To: (Specify Agency) Ag Program - Contracts & Grants 2147 TAMUS College Station, Texas Through: Associate Department Head/Program Leader/ District or County Extension Director Associate Director From: ( Individual Initiating Agreement) ( Individual Initiating Agreement) (Title) (Title) Document Type: Restricted Gift Agreement (AG-101) Non-Cash Gift Agreement (AG-103) Memorandum of Agreement Unrestricted Cash Contribution (AG-102) Loan of Equipment or Animals (AG-104) Donor/Lender Information: Dr. Mr. Mrs. Ms. Contact Name: Contact Title: Organization Name: Address: Contact Telephone: ( ) Fax: ( ) Amount : $ Account Information: Existing Account Number: Account Title: Establish New Account (FAMIS Accounting System dictates a 35 character limit) Page 1

4 Transmittal Memorandum (AG100) Instructions The Transmittal Memorandum is a summary of necessary data for gifts, contributions, loan agreements, and Memorandum of Agreements for supervisory and Contracts & Grants/Administrative review and approval and for submission of the documents to the Donor. A completed AG100 is requested with submission of these documents. Other information about this process may be found in TAMUS Regulation Instructions: Date - date of submission by the Individual initiating the agreement (upper right hand corner). To - specify either Texas Agricultural Experiment Station or Texas Agricultural Extension Service Through - routing requirements for supervisory and administrative review and approval. Document Type - select the appropriate document type for this submission. Donor Information - a complete record about the sponsor is needed. Additional company contact(s) needing a copy of transmittals should be listed to the right of the primary contact's information. Account Information - allows the Individual to specify an account number currently existing or request the establishment of a new account. If a new account is requested, the Individual should also submit a preferred account name. A new account will not be established until all required documents with original signatures have been received by the Contracts and Grants Office and funds received and/or invoicing procedures established.

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14 AG-101 (11/09) Texas A&M AgriLife Administrative Services Contracts & Grants Restricted Cash Gift Agreement This Cash Gift agreement by and between (Specify Agency) of The Texas A&M University System, hereinafter referred to as Recipient, and whose address is hereinafter referred to as Donor, hereby mutually agree as follows: 1. The Donor agrees and understands that no deliverables, requirements, and budget category restrictions exist for these funds. The Recipient will use the funds for the furtherance of research activities or extension education programs. To specify an additional purpose, please indicate below: 2. The gift will be under the direction of Department / Program Unit / Center / Station / District: 3. Funds in the amount of $ will be advanced and deposited with the Recipient. Checks should be made payable and forwarded to: (Recipient) Texas A&M AgriLife, Contracts & Grants 2147 TAMUS College Station, Texas It is understood that final acceptance of this gift is subject to confirmation by the Board of Regents of the Texas A&M University System. Accepted by: Dept. Head / Unit Leader / Resident Director / Asst. Director Date Signature/Donor s Authorized Representative Typed/Printed Name and Title Director Date Date The Texas AgriLife Research and The Texas AgriLife Extension Service are agencies of the State of Texas and are non-profit organizations. Check with your tax preparer on the deductibility of this gift. (Approved by General Counsel, 7/00) Submit in Duplicate

15 Cash Gift Agreement (AG101) Instructions The Restricted Cash Gift Agreement is a formal agreement document for acknowledgment of gifts to Texas A&M AgriLife as follows: Monetary (cash) gifts. In order to qualify as a gift, the Donor may not stipulate any type of deliverable or other performance (e.g. specific accomplishments, periodic or performance reports, etc.) as a requirement of receipt of the gift. Inclusion of deliverables or other performance would constitute a restriction and would require the use of a Memorandum of Agreement and Understanding or Fixed Price Contract as appropriate. The Donor may request that the gift be used for a specific Agency purpose or program and the Agency will use all practical efforts to comply with this request. Other provisions and instructions relating to this form and administration of sponsored agreements may be found in TAMUS Regulation , and Following is a brief explanation of some components required for completion of the form: A space is provided to specify the Recipient Agency and the Donor s name and address. Item 1 provides space for the Donor to request a specific purpose or program for which the gift is to be used, as long as there is no imposition of deliverable or other performance restrictions as discussed above. Item 2 provides space for the Agency unit affiliation. Item 3 provides instruction and space for the payment and submission of cash gifts to the appropriate agency. Item 4 proved conditions of acceptance. Routing and approval requirements are included after Item 4. All signatures must be obtained to make the funding available. Submit the Restricted Gift Agreement in duplicate to the Texas A&M AgriLife Cash Management Office for processing.

16 AG-102 (11/09) Texas A&M AgriLife Administrative Services Contracts & Grants Unrestricted Cash Contribution Agreement The Unrestricted Cash Contribution agreement by and between (Specify Agency) of The Texas A&M University System, hereinafter referred to as Recipient, and whose address is hereinafter referred to as Donor, hereby mutually agree as follows: 1. The Donor agrees and understands that these funds are unrestricted and that no deliverables, requirements, or program restrictions have been made to the Recipient as a result of this contribution. 2. The contribution will be under the direction of Department / Program Unit / Center / Station / District: 3. Funds in the amount of $ will be advanced and deposited with the Recipient. Checks should be made payable and forwarded to: (Recipient) Texas A&M AgriLife, Contracts & Grants 2147 TAMUS College Station, Texas It is understood that final acceptance of this gift is subject t6o confirmation by the Board of Regents of The Texas A&M University System. Accepted: Dept. Head / Unit Leader / Resident Director / Asst. Director Date Signature/Donor s Authorized Representative Typed/Printed Name and Title Director Date Date The Texas AgriLife Research and The Texas AgriLife Extension Service are agencies of the State of Texas and are non-profit organizations. Check with your tax preparer on the deductibility of this gift. (Approved by General Counsel, 7/00) Submit in Duplicate

17 Unrestricted Cash Contribution Agreement (AG102) Instructions The Unrestricted Cash contribution is a formal agreement document for acknowledgment of gifts to Texas A&M AgriLife as follows: Monetary (cash) gifts. In order to qualify as an unrestricted cash contribution, the Donor may not stipulate any type of deliverable or other performance (e.g. specific accomplishments, periodic or performance reports, etc.) as a requirement of receipt of the gift. Inclusion of deliverables or other performance would constitute a restriction and would require the use of a Memorandum of Agreement and Understanding or Fixed Price Contract as appropriate. In addition, The Donor may not request that the contribution be for a specific Agency purpose or program. In that instance, a restricted gift agreement (AG-101) should be used. Other provisions and instructions relating to this form and administration of sponsored agreements may be found in TAMUS Regulation , Following is a brief explanation of some components required for completion of the form: A space is provided to specify the Recipient Agency and the Donor s name and address. Item 1 certifies that funds are not program specific or has any type of deliverables or expected returns. Item 2 provides space for the Agency unit affiliation. Item 3 provides instruction and space for the payment and submission of contribution to appropriate agency. Item 4 certifies condition of acceptance. Routing and approval requirements are included after Item 4. All applicable signatures must be obtained before funds are made available. Submit the Unrestricted Cash Contribution Agreement in duplicate to the Texas A&M AgriLife Cash Management Office for processing.

18 Proposal Type Year UNS SUP CON MTA RES TRN REN SOL RFP No. Contract/Grant No. Project Function Research Instruction Public Service/Extension Scholarship/Fellowship Other: DOCUMENT REVIEW/APPROVAL SHEET (Internal Document Only) TAMUS- Texas A&M Agrilife Mult. Submission? Yes No CFDA No.: Sponsor ID: Federal Flow Thru Yes No If Yes, see below Prime Sponsor: Other # Mail by 1. Title Special Instructions 2. Sponsor 2a. Sponsor Address Phone Fax 3. Investigator(s) Information COMPLETE AS APPROPRIATE 4. Human Subjects: YES NO 5. Lab Animals: YES NO Species 6. Recombinant DNA: YES NO 7. Conflict of Interest: YES NO 8. Infectious Biohazards: YES NO 9. Classified or Proprietary: YES NO 10. Commercial Potential: YES NO 11. International Effort: YES NO Involved Nations: 12. Scientific Diving: YES NO 13. Radioactive Material: YES NO 14. Involves University Faculty: YES NO 15. Use of University Facilities: YES NO 16. Renovations Required: YES NO BUDGET INFORMATION 24. Current Period to 25. Duration Yr(s) 26. Total Sponsor Support: $ 27. Total Indirect: $ 27a.Indirect Rate: % 28. Total Indirect Cost Base: $ 28a. IDC Amount Waived: $ 29. F&A Level 30. F&A Justification COST SHARING INFORMATION (Please attach cost sharing documentation) 31. Institutional Services Acct.# $ Amount Subtotal Inst. Services: $ 32. External Sources: (Name): $ 33. Total Project Cost (= #26 + #31 + #32) $ Official Use Only ANNUAL REPORT CODES 17. Activity 20. Character of work: a. Basic b. Applied 18. Field of Science 21. Selection 19. Area of Special Interest 22. Sponsor 23. LBB Requirement 34. PLANNED DISTRIBUTION OF SPONSOR FUNDS: INDIRECT COST DIRECT COST (Expenditure Plan) System Part System Part $ % $ % $ % $ %

19 APPROVALS: There must be approvals from all department heads, deans, and/or directors whose personnel or facilities are involved in conducting the proposed work. ATTN. INVESTIGATORS: Your signature below certifies, to the best of your knowledge and belief, that... a.) You are not delinquent on an Federal debt, such as student loans, etc. (this does not include income taxes); (applies to fellowships, scholarships, IPAs, etc. where the implied recipient of funds is an individual vs. an organization; per A and A-129.) b.) You are not currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from current transactions by a Federal department or agency; (per Executive Order 12549). c.) You agree to accept responsibility for the scientific conduct of the project and to provide the required progress reports if an award is made as a result of this application: d.) You agree to comply with the TAMUS Conflict of Interest Rule (per NSF 60 F 35820, 7/11/95: NIH 60 FR 35810, 7/11/95). e.) You agree to comply with the TAMUS Policy on Ethics in Research and Scholarship, TAMUS # f.) You agree to comply with the TAMUS Policy on Management of Intellectual Property TAMUS # ATTN. DEPT. HEADS, DISTRICT EXT. DIRECTORS, UNIT LEADERS, DEANS, DIRECTORS: By your signature below you certify that you have reviewed this proposal and all accompanying forms; you are aware of all requirements of this project are committed to providing them, except as noted. INVESTIGATORS DEPT HEAD / DED / UNIT LEADER ASSOCIATE DIRECTORS ASSOCIATE DIRECTOR ADMINISTRATION DIRECTOR/ V.P. RESEARCH 1. Signature Name/Title Date: 2. Signature Name/Title Date: 3. Signature Name/Title Date: 4. Signature Name/Title Date: 5. Signature Name/Title Date: ** When routing is completed, please forward to the Contracts and Grants Office, M.S /Physical Address: Wells Fargo Bank Building, 3000 Briarcrest,Suite 101, Bryan, Texas

20 AG-106 (1/10) Texas A&M AgriLife Administrative Services Contracts & Grants Determination of Independent Contractor Status/Contractual Agreement (Must be processed and approved prior to initiation of performance services Submit in Triplicate) TAMUS Policy 25.07, TAMUS Regulations , I. Determination of Independent Contractor Agency Information: Research Extension Individual Initiating Contract: Dept./Unit: Funding Source (include account number): Amount: $ IF AMOUNT IS GREATER THAN $5,000 CONTACT PURCHASING BEFORE PROCEEDING Performance Site: Services to be Performed: Has Contractor below been used previously during this calendar year? If yes; Amount $ Was the job competitively bid? Yes No 2. Will training be provided to Contractor? If yes, explain: 3. Is the Contractor in business to offer these services to the public? Yes No 4. Will the Contractor personally perform all the work? If yes, what is involvement? 5. Does the Contractor have an investment in equipment or supplies? Yes No 7. Will we control the order or sequence of the task(s)? Yes No 6. How will the Contractor be paid? (Job, by the hour, etc.) As supervisor, I have read and understand the criteria for establishing a valid independent contractor relationship and request approval to hire an independent contractor for the work described above. Approval: (Signature Staff Member Initiating Contract) Director (signature represents approval of only contractor status) (Signature Staff Member s Supervisor) (Date) (Section II. Only for services under $5, Services over $5, must be processed through the Purchasing Office) II. Contractual Agreement Certification/Approval I, (printed or typed official name of Contractor), (social security number) hereby agree to perform the services named above for Texas A&M AgriLife, Texas A&M University System for the sum listed above. These services will be performed either by me or by the other persons employed by me. I agree that, in performing these services, neither I nor any individuals employed by me will be an employee of the Texas AgriLife Extension Service, Texas AgriLife Research or The Texas A&M University System, and that neither my name nor any of the names of persons employed by me will appear on the payroll. I further agree that I am an independent contractor/laborer and that neither I nor any persons employed by me will be subject to the Workers Compensation Insurance Act of The Texas A&M University System, nor will I nor any persons employed by me be entitled to benefits of Unemployment Compensation from the Texas AgriLife Extension Service, Texas AgriLife Research, The Texas A&M University System. (Contractor Authorized Signature) Date (Witness of Contractor s Signature - Required) (Contractor s Mailing Address) Director Date The approved agreement must be accompanied with the request for payment documentation to Accounts Payable for payment processing.

21 Instructions for Completing AG-106 Contractual Services TAMUS Policy 25.07, TAMUS Regulations , Purpose: This form is to be used when contracting with an individual for services to be performed for Texas A&M AgriLife. Services to be performed for Texas A&M AgriLife by a company should go through the Texas A&M AgriLife Purchasing Office. Section I: Complete this section first and have the person initiating the agreement and their supervisor sign and forward to the Contracts & Grants Office for review and approval by the Director s Office. Section I is to determine if the work is appropriate for the use of an independent contractor or whether the work is more appropriately performed by an employee. If Section I is approved, then the form will be sent back to the person initiating the contract for further processing. If Section I is not approved, the form will be sent back to the person requesting the contract so appropriate alternative action can be taken. If the total contract amount is less than $5, for the year: Then Section II needs to be completed by sending the form to the contractor to obtain their signature from the contractor and their witness. When returned, the form should be forwarded to the Contracts & Grants Office for approval by the Director s Office. The Contracts & Grants Office will send the fully approved Contractual Service Agreement to the person initiating the contract for their records and to process for payment through their Department/Unit. When processing for payment, attach a copy of the fully signed form to the payment voucher and route through your normal payment processing procedures. If the contact amount is greater than $5, for the year: If the amount is greater than $5,000.00, then Section II is not to be completed. The staff member needs to contract the Texas A&M AgriLife Purchasing Department to begin procedures for initiating a Purchase Order for this request. This policy is mandated by the State of Texas purchasing guidelines.

22 Contracts and Grants Homepage 1 of 3 3/4/ :52 AM Your Information Source For Contracts & Grant Activities Resources Pre-Award Activity Reports Compliance Staff Forms FAQ Federal Regulations Texas A&M AgriLife Texas A&M AgriLife Services Texas A&M AgriLife Directory Updated FAQs from 2010 AgriLife Conference Texas AgriLife Research

23 Contracts and Grants Homepage 2 of 3 3/4/ :52 AM Texas AgriLife Extension College of Agriculture & Life Sciences Texas Veterinary Medical Diagnostic Lab TAMUS Diane M. Gilliland, Assistant Director 2147 TAMU College Station, TX Physical Address: 3000 Briarcrest Drive, Suite 101 Bryan, TX Phone:(979) Fax:(979) Compact With Texans Privacy Statement Statewide Search Accessibility Policy - AgriLife Research; AgriLife Extension Service (PDF Reader) Reporting Fraud State Link Policy Risk, Fraud & Misconduct Hotline Texas Homeland Security Open Records/Public Information All rights reserved Last updated: February 11, :58 PM Webpage maintained: Lauren Schroeder

24 Texas A&M AgriLife Services - Forms 1 of 1 3/4/ :53 AM Search Alphabetical Listing - All Forms AgriLife Forms AgriLife Contracts & Grants Forms AgriLife Fiscal Sevices Forms AgriLife Human Resources Forms AgriLife Support Services Forms AgriLife Research Forms AgriLife Extension Service Forms Other Links Texas A&M AgriLife Texas AgriLife Research Texas AgriLife Extension Service College of Agriculture and Life Sciences Texas Veterinary Medical Diagnostic Laboratory Texas A&M AgriLife Directory Texas A&M University System Texas A&M University Single Sign On FORMS CONTRACTS & GRANTS FORMS (Ag Program Series 100) AG Transmittal Memorandum for forms AG-101, 102, 103, 104, & MOA's AG Restricted Cash Gift Agreement AG Unrestricted Cash Contribution Agreement AG Non-Cash Gift Agreement AG Loan of Animals / Equipment Procedures for Processing the Above Mentioned Documents AG Document Review and Approval Sheet (Proposal Routing Form) AG Independent Contractor Determination/Agreement (Individuals Only not for a Business) Twenty Factors in determining Independent Contractor AG-108R Land Use Agreement (Research) AG-108E Land Use Agreement (Extension) AG-110 Testing Agreement AG-111R Indirect Cost Waiver Request - Texas AgriLife Research AG-111E Indirect Cost Waiver Request - Texas AgriLife Extension Service AG Interim Account Request AG Non-Disclosure Agreement Request Form AGRILIFE RESEARCH SPECIFIC FORMS: Memorandum of Agreement (Research Format) Significant Financial Interest Disclosure (215-96) EXTENSION SPECIFIC FORMS: Memorandum of Agreement (Extension Format) CG2 Extension of an Existing Memorandum of Agreement (CG3) TAMU SYSTEM FORMS: Intrasystem Cooperation Agreement Amendment to Intrasystem Cooperation Agreement STATE FORMS: AG-120 Interagency Cooperation Contract Amendment to Interagency Contract Last updated on 1/29/10 Contact: Texas A&M AgriLife Contracts & Grants Office Phone: Fax: Compact With Texans Privacy Statement Statewide Search Accessibility Policy - AgriLife Research; AgriLife Extension Service (PDF Reader) Reporting Fraud State Link Policy Risk, Fraud & Misconduct Hotline Texas Homeland Security Open Records/Public Information All rights reserved. Maintained by AgriLife Human Resources Webmaster