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Manage Research Data Categories: Award Management Data Proposals Regulatory Compliance Updated: July 28, 2025 Created: March 25, 2021 Jump to: On this page Introduction FAIRport Guiding Principles drive the University’s scientific data management. Make sure you understand the type of data you want to share or exchange. Your proposal may require a data management plan and your award may need a data use agreement. Sharing data Stanford provides guidance and resources for research data acquisition, sharing and management. Some data is subject to particular protections which require additional …

Monthly Review and Quarterly Certification of Expenditures Categories: Award Management Financial Concepts Regulatory Compliance Updated: May 8, 2025 Created: March 26, 2021 Jump to: On this page Introduction The purpose of PI quarterly review and certification is to confirm that all expenses charged to the account are allowable, allocable to the project, and reasonable. The certification of salary expenditures confirms that salaries charged to the account are supported by a corresponding expenditure of effort during the time period being certified. The certification also assures that other …

Non-Sponsored Receivables Rates Categories: Award Management Financial Concepts Updated: July 28, 2025 Created: November 30, 2020 Jump to: On this page Introduction When Stanford’s resources are used by outside entities, the University must recover some portion of the F&A (Facilities and Administrative) costs incurred in the use of these facilities.  Any exceptions to this policy must be approved by the Office of the Vice Provost and Dean of Research or the School of Medicine Dean’s Office. Use of Stanford's Resources Use of Stanford’s resources (e.g. service centers) is permitted as long as …

Export Controls: Confidentiality Agreements Categories: Export Controls Regulatory Compliance Updated: July 28, 2025 Created: March 27, 2021 Jump to: On this page Introduction This topic presents a guide to understanding Stanford policies, procedures, and resources for non-disclosure and confidentiality agreements. The Basics In the course of their Stanford work, Principal Investigators and other researchers may be asked to accept confidential or restricted information, materials, software code, or technology from a sponsor or third party. The sponsor or third party (a company or a government …

Export Controls: Penalties Categories: Export Controls Regulatory Compliance Updated: July 24, 2025 Created: March 5, 2021 Jump to: On this page Introduction This topic presents an overview of legal authorities and penalties for export control violations. The Export Administration Regulations The Export Administration Regulations (EAR) provides the following sanctions: Criminal Sanctions Willful Violations University A fine of up to the greater of $1,000,000 or five times the value of the exports for each violation. Individual A fine of up to $250,000 or imprisonment for up to ten years, or …

Export Controls: H1-B Deemed Export Certification Categories: Export Controls Regulatory Compliance Updated: July 24, 2025 Created: March 27, 2021 Jump to: On this page Introduction Requirements and workflow related to H1-B Export Certification. Employer Requirements The Department of Homeland Security's US Citizenship and Immigration Services (USCIS) now requires all employers to assess whether an export license must be obtained prior to hiring any H1-B employee, and to certify to those findings. This certification requirement implements laws presently set forth in both the Export …

How To Calculate and Charge Salary for Faculty on a 9 Month Appointment That Is Paid Over 12 Months Categories: Award Management Financial Concepts Updated: May 22, 2025 Created: March 26, 2021 Jump to: On this page Stanford allows  faculty with an academic-year appointment (9 months) to have their salary paid out over 12 months.  However, the charge to a sponsor must reflect salary as it is earned, not as it is paid.  This becomes critical as salary allocations may change over the year as new awards are received, other awards terminate, or situations change. In Labor Distribution in Oracle …

How To Properly Review the F&A Rate on Monthly Expenditure Report Categories: Award Management Financial Concepts Regulatory Compliance Updated: July 28, 2025 Created: November 27, 2020 Jump to: On this page Compare the F&A rate on your monthly expenditure report to the awarded rate. The awarded rate is either the negotiated rate found on the Facilities & Administrative (F&A) Cost Rates Table  or a reduced rate . If you are working with a negotiated rate, make sure the rate is correct for the project's activity (research, instruction, or other) and that the proper location is used (on campus, …

How To Apply the F&A Rate to My Project's Budget Categories: Award Management Financial Concepts Proposals Updated: July 28, 2025 Created: November 27, 2020 Jump to: On this page The negotiated  Facility and Administrative rate (F&A) is applied based on the type of activity proposed and the location, on or off campus, or a combination to the following categories of sponsored projects described in RPH 13.2. These categories include:  Research Instruction Other Sponsored Activity Animal Care Non-Federal Clinical Trial Rate F&A Bases The F&A rate is applied to a base, i.e., a specified subset of …

How To Deposit a Check or EFT Transfer for Sponsored Projects Categories: Award Management Financial Concepts Updated: May 8, 2025 Created: November 27, 2020 Jump to: On this page Checks  and any remittance advice or backup received in the department for payment on sponsored projects must be forwarded to the Sponsored Receivables Lockbox for deposit (see addresses below).  Do not mail or hand deliver checks to the Office of Sponsored Research or Sponsored Receivables Management office. Payments are to be made payable to Stanford University and mailed to the Sponsored Receivables Lockbox. …