The Florida Biomedical Research Programs Grant Administration Manual (GAM) contains the policies and procedures for James & Esther King Biomedical Research Program and Bankhead-Coley Cancer Research Program grants. The GAM provides contact information and step-by-step instructions organized around a typical grant lifecycle. Definitions for key terms are also included. Please refer to relevant sections for answers to questions regarding a grant. Topics covered include:
- An explanation of Program roles and responsibilities
- Electronic records management
- Award acceptance and starting a funded project, including required approvals and insurance
- Grant administration information such as invoice payment and funds disbursement, use of funds, fiscal accountability and recordkeeping, and equipment policies
- Modifications to a funded project, including budget changes, key personnel changes, subcontracts, protocol changes, and overlap
- Reporting requirements, publications, patents and invention disclosure, and site visits
- Continuing and ending a grant, including overpayment and unexpended funds return
- Definition of terms and links to relevant websites (appendices)
In short, the manual provides answers to the smooth operation of a grant from start to finish. The Program makes periodic updates to this manual and announces such changes.
Click on the following link to access the current manual: Grant Administration Manual
To view an example of the award Terms and Conditions, click on the following link: King NIR Terms and Conditions Example. The Program reserves the right to change or modify the "Terms and Conditions" as needed.
--- Disclaimer ---
Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing.
The King Program Grant Manager is Jack Cannon who can be contacted at
or (816) 347-9449. The Bankhead-Coley Grant Manager is Kobi Beck who can be contacted at
or (816) 347-9449.
My project has run into a snag that is delaying it. What do I do?
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Contact the Program Grant Manager. One of the grant managers jobs is to track the progress of your project. Delays can affect such things as the timing of how your money will be spent, so you can help the grant manager plan for such things as carry forward of funds and no-cost extensions by keeping her/him apprised of any unexpected turns in your project.
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Do I really have to keep track of my IRB/IACUC approval?
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Yes. Grant spending can not occur unless these approvals are in order. Starting fiscal year 2004-2005, grantees will be responsible for providing proof of DOH IRB approval (if applicable). The grant manager will contact you when there is a problem (and will often contact you as a courtesy to remind you of a pending expiration), but the primary responsibility for keeping this in order is yours.
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I want to change my protocol. How do I do that?
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Contact the Program Grant Manager. He/she will ask you to submit a protocol change request in GrantEase, to explain and justify the change. He/she may then ask peer reviewers for their opinion of the proposed change. If the change is rejected, you are expected to continue the original protocol.
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I want to remove someone from my list of key personnel. How do I do that?
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Contact the Program Grant Manager. The Program always needs to keep track of the Other Support information for each key personnel, so you create unnecessary paperwork if you list as key personnel people who are less than "key." If you have inadvertently done this, you may request a person be removed via a Key Personnel Change request submitted in GrantEase. As always, justify your request.
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I want to buy a piece of equipment that I did not list in my original application or budget. How do I do that?
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Contact the Program Grant Manager. The grant manager will ask you to submit a budget change in GrantEase. The budget change request must include a justification for the additional equipment. The grant manager will review the request and will then accept or reject the change.
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I want to move money from one category to another in my budget. How do I do that?
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Contact the Program Grant Manager. The grant manager will informally review the request and advise you of any problems or limitations you might be facing. Once you and the grant manager are in agreement about the change, the grant manager will see that you have the correct form to request it and to make sure that your institution is kept apprised of it.
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Is the Program keeping track of my spending?
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Yes, the Program collects quarterly financial reports from you and your institution concerning your spending in each budget category. If you show any unusual spending patterns or you run into "red ink" in some category, your grant manager will contact you for explanation or to arrange a budget adjustment to cover your expenses appropriately.
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The grant program run on the state fiscal year (July 1 – June 30), but my grant is a multiyear grant. How does that work?
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The Program establishes a monetary reserve in the full amount of the award for multi-year grants to complete the entire term of the project. However, the Program considers eligibility for each year of the award on an annual basis. Grant Continuations are made contingent upon satisfactory project performance and compliance with the award Terms and Conditions. Grantees must request continuation on an annual basis at least 60 days prior to the end of the grant period. As the end of the fiscal year nears, the Program Grant Manager will inform the Principal Investigator of continuation request due date and process of how to submit the request in GrantEase.
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Do I have to provide annual progress reports?
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Yes, you are required to provide narrative progress reports once every year during the life of your grant normally around April 15. You will receive at notice at least 30 days prior to the due date with the indication of the type of information needed. Your progress report due dates are listed in your award Terms & Conditions document.
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I am publishing results of my Program funded work. Do you want to know about this?
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Yes, absolutely! First of all, please cite the James & Esther King Biomedical Research Program or the Bankhead-Coley Cancer Research Program and the Florida Department of Health in your publication for supporting the research. Second, please upload your publications in the GrantEase system and include a citation of the publication in your annual progress report.
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For more information about Grant Policies and Procedures click on the following link to access the current Grant Administration Manual: Grant Administration Manual
There are no updates at this time.
The general calendar for grants that started on July 1 is listed below. Check your award Terms & Conditions to find your specific report due dates, as they may have changed if you have a start date different than July 1.
