FAQs

Yes. a Sponsored Account (often referred to as “guest account”) is an MIT Kerberos account held by an individual who is not a current MIT faculty member, student, or employee. This may include contract employees/contingent labor, or research collaborators with no direct connection to MIT.

Sponsored Accounts can be used for:

• Getting access to MIT web sites such as Atlas for required training via the Learning Center.
• Access to download MIT licensed software (note: this may require additional steps to confirm the affiliate is approved for access).
• Use general access MIT computing resources such as Athena Clusters.
• Inclusion in a Kuali Coeus research proposal. For questions regarding if or when it is needed, please contact ra-help@mit.edu.
• Any scenario where a user requires access to MIT electronic resources but otherwise has no formal association with the Institute.

How does one request a Sponsored Account?

Complete the online request form on the Information Services & Technology (IS&T) site. Once a sponsor completes the request form, a system-generated email is generated and sent directly to the sponsoree/guest. The email will contain their new MIT ID number and instructions for registering for a Kerberos ID, which is typically the prefix in an MIT email address, before the @mit.edu.

Yes. With the designation of a discretionary source of back-up funding, the DLCI may authorize the RAS to create a new WBS element in Pending Status (not billable to sponsor). Under such circumstances, the DLCI assumes all of the financial risk associated with the possible failure of MIT to negotiate or receive an acceptable, fully executed award from the sponsor. The DLCI must submit in writing the request for a cost objective in Pending Status; the request must be endorsed by an individual authorized to commit the source of back-up funding and by the DLCI administering the pending WBS element.

Yes, the new CITI training on COI will need to be completed.

Additionally, at time of award, a new COI disclosure will be required as part of the annual COI disclosure, for yearly continuations, Renewals and New awards. The Significant Financial Interest (SFI) threshold has been lowered so will need to be done under the new regulations. For more information go to http://coi.mit.edu.

Yes, use:

• Up to 66 percent of the MIT-provided tuition subsidy for Graduate Research Assistants
• Equipment
• Other expense categories
• Faculty academic year (AY) effort greater than 10 percent, Employee Benefits, F&A

In general, values for contributions of services and property are established in accordance with Uniform Guidance Subpart E Cost Principles for allowability and the terms of the federal award. All documentation should include a brief statement describing the basis for determining the valuation of services, material, or equipment. 

That depends on the method of purchase. VPF will automatically seek RAS advice for questionable purchases made by purchase order or on a request for payment form. Procurement card purchases are approved by the DLCI, and therefore it is the DLCIs responsibility to confirm that charges are allowable. See the terms of your award to determine what purchases may be restricted, or contact your RAS contract administrator with questions.

As with costs directly charged to the sponsor, allowable cost sharing must be necessary and reasonable for the performance of the project objectives. As with direct charged expenses, cost shared expenses must be reasonable, allocable (i.e., directly benefit the specific project), and consistent with the terms of the award. Allowable cost sharing expenses must be expended (i.e., incurred) during the effective date of the award project. For details on eligibility criteria, see What Is Allowable/Eligible Cost Sharing.

In cases where there is no pre-defined proposal format, the Office of Strategic Alliances & Tech Transfer (OSATT) recommends you use the Common Components of a Proposal for guidance.  However, there are additional elements that should be included in an industrial proposal that will assist OSATT in putting together a contract.  The proposal should spell out:

• What is the research you will be conducting?
• What is the research the company will be conducting, if applicable?
• Will you or anyone in your lab be conducting any of the research at the company?
• Will the company be sending any personnel to MIT to participate in the research?
• Will you be receiving any materials or data/databases from the company to conduct this research?
• Will you be sending any materials or data/databases to the company as a part of the research effort (as opposed to sharing the research results in a summary report)?
• Will you be using any material or data/databases from a third party in this collaboration (i.e. will you need to use material/data/databases you received from another university, company or other institution)? 
• Will you be collaborating with any third parties (i.e. Broad, a local hospital, another university)
• Do you have any Background IP that you will be bringing to this research effort?  If yes, can you identify that BIP or provide us with the name of your Licensing Officer at the TLO.
• Do you anticipate any patentable inventions arising from this research?

OSATT will provide the sponsor with an MIT Industrial Agreement for their review that reflects the research, as we understand it. Please contact OSATT as early as possible regarding industrial agreements. 

Your department should establish a financial review and control procedure based on your funding sources and relative risk. The department may decide to match receipts to every transaction, or to use a sampling procedure to verify expenses. See the VPF’s policy on Financial Review and Control for information that assists DLCs in performing a self-review of controls over financial systems and activities.

Request that the subrecipient provide a budget that separately details, year by year, the proposed project; funds that are requested from the prime sponsor; and the direct and indirect costs that are offered as cost sharing by the subrecipient. The subrecipient’s budget should provide the same level of detail that the DLCI provides for an MIT budget request. Please follow the instructions for entering cost sharing in the KC proposal as referenced in the KC eLearning module “KC Budget”