Grants Management

Managing Your CIRM Grant

Congratulations on receiving a grant from CIRM. The following information will help you comply with CIRM regulations and find information about our forms and policies.

If you have questions that aren't addressed on this page contact your Grants Management Specialist, or call the Grants Management Office at 415-396-9125.

Grants Administration Policies (GAP)

Other Resources

FAQ

What kind of reports do I have to submit? When are the reports due?

Reference: Non-profit GAP [pdf]

The type and number of reporting requirements for your award depend on the RFA program and are listed on page 2 or 3 of your Notice of Grant Award. Minimally, Grantees must submit an Annual Programmatic Report and an Annual Financial Report. Please check with your Grants Management Specialist for the specific Programmatic Report due dates. Annual Financial Reports are always due within 90 days of the end of each Budget Period.

Can I rebudget my grant funds? When do I need to seek Prior Approval?

Reference: Non-profit GAP [pdf]

CIRM funds can be rebudgeted between budget categories as long as you adhere to any budget caps established by the GAP or individual RFA. If rebudgeting actions exceed certain dollar thresholds, they will require Prior Approval from CIRM and a Prior Approval Request form must be submitted to CIRM, indicating how much funds are being rebudgeted, from where and to where funds are being moved and a justification for why funds are being rebudgeted. Please see the GAP for a listing of the thresholds for each budget category. Please note that rebudgeting into overhead-excluded budget categories (i.e. from Supplies to Equipment) may create a corresponding reduction to Facilities and Indirect budget categories.

Can I carry forward unexpended funds into the next Budget Period?

Reference: Non-profit GAP [pdf]

Yes, but Grantees must obtain Prior Approval from CIRM to carry-forward unexpended funds exceeding 25% of the annual budget for the expiring Budget Period.

Does CIRM allow no-cost extensions?

Reference: Non-profit GAP [pdf]

Grantees may request a one-time no-cost extension (NCE) up to 12 months on any CIRM award. A Prior Approval Request form with a proper justification must first be submitted at least 30 days before the Project Period’s expiration.

What are the salary and stipend caps in place for CIRM awards?

Reference: Non-profit GAP [pdf]

CIRM establishes a cap on all annual base salaries charged to CIRM awards in proportion to the % of salary or effort charged to the project as follows:

Effective From: 1/1/2006 1/1/2008 7/1/2010 7/1/2012 7/1/2014
Effective To: 12/31/2007 6/30/2010 6/30/2012 6/30/2014 6/30/2016
Salary Cap (100%) $200,000 $207,000 $213,000 $221,000 $230,000

No additional CIRM funds will be provided to support salary cap increases.

CIRM also establishes annual stipend levels for CIRM Scholars on our Training Awards depending on their educational level, and monthly stipend levels for CIRM Interns on Bridges Awards. These ranges can also be used as a guide for Trainees on CIRM research awards.

Effective From: 1/1/2006 1/1/2008 7/1/2010 7/1/2012 7/1/2014
Effective To: 12/31/2008 6/30/2010 6/30/2012 6/30/2014 6/30/2016
Bridges Intern (Monthly) N/A N/A $2,500 $2,575 $2,652
Predoctoral Cap $25,000 $26,000 $27,000 $28,000 $29,000
Postdoctoral Low $26,000 $37,000 $38,000 $40,000 $41,000
Postdoctoral High $52,000 $54,000 $55,000 $58,000 $60,000
Clinical Fellow Low $65,000 $67,000 $69,000 $72,000 $75,000
Clinical Fellow High $75,000 $77,000 $80,000 $83,000 $86,000

Grantees may use the most recent stipend levels for any appointments made after the effective date, but no additional CIRM funds will be provided for existing awards.

How do I determine whether CIRM considers a cost allowable?

CIRM adheres to the cost principles as defined by the Office of Management and Budget Circular A-21, C. Basic Considerations including the determination of whether costs are 1) reasonable, 2) allocable, 3) consistently treated, and 4) adhering to any other limitations set forth by the RFA or Notice of Grant Award. CIRM encourages grantees to use these cost principles to make their own determinations on cost allowability given CIRM cannot make a judgment on every cost scenario.

What types of expenses are unallowable on CIRM awards?

Reference: Non-profit GAP

CIRM unallowable expenses include but are not limited to visa expenses for foreign nationals, malpractice insurance, membership dues, furniture, telephone equipment, personnel recruitment, receptions, the cost of food or meals unrelated to allowable travel expenses, professional journal subscriptions for trainees on training grants, and non-expense based patient payments. Any other unallowable expenses will be specified by the specific RFA/PA.

Can I change the scope of my project?

Reference: Non-profit GAP [pdf]

A change in scope must be approved by CIRM prior to initiating such a change. Proper justification must be provided. Any change in scope must still be within the scope of the RFA program.

How are facilities and indirect cost calculated?

Reference: Non-profit GAP [pdf]

Grantees may request Facilities costs for research awards consistent with their current, federally negotiated rates. When research is conducted off-site, a Grantee may request a portion of their Facilities cost based on their actual, out-of-pocket lease costs. Indirect costs are currently capped at 20% for most awards (exceptions include RFA 05-01, 08-03, 08-04, and PA 08-06). These rates are applied to the Adjusted Project Costs which exclude Equipment, Tuition and Fees, and Subcontract and Consultant amounts in excess of $25,000.

When can I expect payments on my CIRM award?

CIRM makes quarterly or annual payment on grant awards based on the Budget Period start date and the RFA. The first payment is made upon CIRM’s receipt of a fully signed NGA. Quarterly payments will continue to be processed as long as all required reports are complete and submitted on time. If a report is more than 60 days overdue, CIRM reserves the right to hold future payments on the grant award. The final payment on all grant awards is held until all required reports are received and accepted by CIRM.

What should I do if I have a publication or invention that resulted from CIRM funds?

Reference: IP regulations for non-profits & for-profits and Publication requirements for non-profits and for-profits

Publications or Inventions resulting in whole or in part by CIRM funding should be disclosed to CIRM via the CIRM Publication or Invention Disclosure online module within 60 days of the publication date or invention disclosure to your organization. These publications and inventions also need to be reported in the subsequent Annual Programmatic Report. Please ask your Grants Management Specialist if you need further instructions accessing the online modules.

Do I have to purchase all my supplies from California suppliers?

Reference: Non-profit GAP [pdf]

It is a goal of Proposition 71 that more than 50% of the goods and services used in your CIRM-supported research is purchased from California suppliers. CIRM grantees should make good faith efforts to obtain 50% or more of their goods and services from California suppliers. You will be asked to report this on your Annual Programmatic Report, so it is important to keep internal documentation on your expenditures. See the regulation for a definition of California supplier.

Where can I find the CIRM forms?

Please contact your Grants Management Specialist to obtain any of CIRM’s forms including the Prior Approval Request or Financial Report form. If you don’t remember the name of your Grants Management Specialist, please call the Grants Management Office at 415-396-9125.

The CIRM Grants Administration Policy was recently updated. Does my award follow the old GAP or the new GAP?

The CIRM Grants Administration Policy was updated and took effect on November 1, 2012. This new GAP applies to all new CIRM awards as well as continuing awards on their next Budget Period anniversary after November 1, 2012.

What reporting requirements survive termination of a CIRM award?

After award closeout, CIRM grantees are still required to submit publication and invention disclosures that are a result of CIRM funding. Grantee Technology Transfer offices, or similar group, are responsible for submitting Annual Invention Utilization reports that include activity funded by closed CIRM awards. CIRM also has a record retention policy requiring applicable scientific and administrative records be held for a minimum of 5 years.

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