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NJIT's strategic plan places a priority on interdisciplinary partnerships, innovation, research translation and technology entrepreneurship to strengthen the university's impact on society and to boost the economy. The new Center for Translational Research will help researchers, for example, convert their science and engineering discoveries into market-ready technologies that will improve quality of life in areas ranging from health care, to sustainable energy, to data privacy. The New Jersey Innovation Institute combines the resources of NJIT and its partners in industry and government to drive innovations that make a direct impact on the economy, health and welfare of New Jersey and the nation. 

The artificial intelligence and augmented/virtual reality applications have been evolving rapidly with the futuristic vision for new modes of automation, discoveries, social networking and even co-evolution of machine and human intelligence making important decisions in our daily life from finance to healthcare.

The Robotics and Machine Intelligence cluster also interacts with other research clusters including Bioscience and Bioengineering, Environment and Sustainability, Material Science and Engineering and Data Science and Management in developing smart automation and navigation systems, smart healthcare information systems, intelligent adaptative and data-driven automations in additive manufacturing systems, and intelligent systems for almost every application from education and learning to smart cities and living-assist systems.  

NAE and NAS Grand Challenges and NSF Big Ideas within the scope of this cluster include “Advance Personalized Learning”, “Enhance Virtual Reality” “Restore and Improve Urban Infrastructure”, “Engineer the Tools of Scientific Discovery”, and “The Future of Work at the Human-Technology Frontier”, “Harnessing the Data Revolution”, “Growing Convergence Research” and “The Quantum Leap: Leading the Next Quantum Revolution”.

The scope of nanotechnology research includes scientific and engineering phenomena at the minutest and most fundamental levels in order to develop technologies for environmental and pharmaceutical applications. The interdisciplinary group on engineered materials and particulates focuses on technology development for the preparation, processing and use of engineered-particulate materials and their composites for a spectrum of applications. Research in the manufacturing systems group involves developing new methods and technologies for design innovation and process automation. A specific emphasis is to devise new processes and tools for pharmaceutical manufacturing.

The Material Science and Engineering cluster spans over almost all research clusters including Bioscience and Bioengineering, Environment and Sustainability, Robotics and Machine Intelligence and Data Science and Management in developing environmental and medical sensors and devices, tissue engineering intelligent robotics and rehabilitation systems, additive and pharmaceutical manufacturing, smart buildings and sustainable communities, and data driven modeling and simulation for the development and characterization of smart materials. 

NAE and NAS Grand Challenges and NSF Big Ideas within the scope of this cluster include “Restore and Improve Urban Infrastructure”, “Solar Energy”, “Provide Energy from Fusion”, “Develop Carbon Sequestration Methods”, and “The Future of Work at the Human-Technology Frontier”, and “The Quantum Leap: Leading the Next Quantum Revolution”. 

This cluster represents interdisciplinary research areas in urban ecology, space weather, solar terrestrial, environmental sensors, sustainable infrastructure, intelligent transportation systems, global climate change, biodiversity and conservation, clean water, waste management, renewable energy, and smart grid systems. The urban ecology and sustainability area emphasizes sustainable infrastructure, smart transportation, ecological communities, and urban modeling and simulation. Space weather sciences and impact of evolutionary changes in the solar system impacts directly our environmental ecosystem and global climate changes. This area also focuses on the water-energy nexus and the impact of ocean levels on the environment, as well as the development of technologies to clean water and to provide green energy, such as biofuel cells and powerful, long-lasting batteries. The Environment and Sustainability cluster intersects with other research clusters including Material Science and Engineering, Robotics and Machine Intelligence and Data Science and Management in developing smart and green buildings and sustainable communities, understanding space weather and climate changes. 

NAE and NAS Grand Challenges and NSF Big Ideas within the scope of this cluster include “Solar Energy”, “Restore and Improve Urban Infrastructure”, “Access to Clean Water”, “Provide Energy from Fusion”, “Develop Carbon Sequestration Methods”, and “The Future of Work at the Human-Technology Frontier”, “Navigating the New Arctic” and “Windows on the Universe”. 

The cybersecurity group designs secure cyber systems and improves cyber information and communications technology (ICT). ICT is shaping many aspects of society as the economy evolves rapidly, providing access to unprecedented amounts of information, anytime and anywhere, from any type of device. By 2025, the number of global IoT (internet of Things) connections will increase from 12 billion in 2020 to more than 30 billion according to an estimate by IoT Analytics. Global spending on security hardware, software and services is estimated to almost reaching $175 billion by 2024, according to Statista. This cluster with a broader transdisciplinary scope with diverse applications also includes multidisciplinary research centers focused on mathematical sciences, transportation systems, additive manufacturing and wireless communications technology and industry and business management, as well as on the societal impacts of science and technology. 

The Data Science and Management cluster spans over all other research clusters including Bioscience and Bioengineering, Environment and Sustainability, Material Science and Engineering and Robotics and Machine Intelligence for developing data driven approaches in almost all applications from healthcare information systems to industry automation, and to finance and business management. 

NAE and NAS Grand Challenges and NSF Big Ideas within the scope of this cluster include “Secure Cyberspace”, “Advance Personalized Learning”, “Enhance Virtual Reality” “Restore and Improve Urban Infrastructure”, “Engineer the Tools of Scientific Discovery”, and “The Future of Work at the Human-Technology Frontier”, “Harnessing the Data Revolution”, “Growing Convergence Research” and “The Quantum Leap: Leading the Next Quantum Revolution”.

Grant Management Roles

We are all research administrators when it comes to managing awards and we all have the responsibility of properly managing these grants. As a team, each of the following players has an important role to play:

• Principal Investigator and key personnel
• Dean/Chair/Director and Department/Center Administrative Support Staff
• Office of Research (College Research Liaison; Pre and Post Award units; Research Compliance; Intellectual Property)
• Support of NJIT financial and other administrative services
• Support of Technology resources
• Support of General Counsel

Communication and shared responsibility are key!

Principal Investigator (PI)

The PI has fiduciary responsibility for the overall management and success of the grant program. The PI is involved in all steps of the grant lifecycle:

• Identifying funding opportunities
• Proposal preparation
• Review and accept terms & conditions in partnership with the Office of Research
• Manage the administration and science of the award
• Execute and ensure spending is directly tied to the programmatic objectives 
• Fulfill and certify effort commitments
• Award reconciliation and closeout

Dean/Chair/Director and Department/Center Administrative Support Staff

The departmental unit has responsibility to provide leadership and guidance as well as administrative support to the PIs on the financial management of the research awards.

• Assure work fits the department’s mission
• Provide general oversight for proposals including budget review
• Review & approval of PI effort and commitment
• Verify PI eligibility/availability
• Verify approval of regulatory compliance protocols
• Approve cost sharing/matching
• Verify resources and facilities
• Manage effort (Commitments are met; Salary is charged correctly-avoid salary cost transfers)
• Financial Management-execute financial transactions and conduct regular monitoring of spending on awards

Office of Research 

The Office of Research (OR) has several units that provide institutional oversight on the adherence to financial and compliance regulations; and policies and procedures governing the research awards. In addition, the OR ensures that proper internal controls and measures are established to meet requirements by independent and sponsor auditors.

College Research Liaison - The College Liaison helps support the Principal Investigator (PI) during the proposal phase of the award lifecycle.

• Identify Funding Opportunities
• Assists with proposal and budget development
• Coordinate proposal submission within Streamlyne
• Assists with award maintenance and continuation

Pre-Award Services - The Pre award unit in the central office provides oversight on the final submission of proposals, authorized receipt of awards, and subcontracting processes.

• Review, sign and submit proposals
• Liaise with sponsor on award terms/conditions
• Negotiate, accept and sign agreements for funding
• Request No Cost Extensions
• Project Scope changes, budget justifications and other requirements needing sponsor approvals
• Subaward contract development and execution

Post-Award Management - The Post Award unit in the central office provides oversight on financial management and compliance on funded awards.

• Maintain award setup and profile in the financial system and conduct timely closeout of awards
• Review and approve all grant transactions for budget and compliance
• Report on and invoice for all eligible charges that are recorded in the financial system
• Manage revenue and sponsor payments
• Oversee the Effort certification process
• Prepare research financial data and reports
• Prepare audit documentation

Research Compliance - The Research Compliance unit in the central office helps to ensure that all research activities undertaken by faculty, staff, and students at NJIT are conducted ethically and in compliance with federal, state, local, and institute regulations and policies. It also serves as a resource for the NJIT research community for regulatory analysis and interpretation, policy development, and training and education.  The research compliance unit provides oversight and responsibility over the following areas:

• Human Subjects Research (IRB)
• Recombinant DNA, biohazards, and radioactive material (IBC)
• Vertebrate Animals Research (IACUC)
• Research-related Conflict of Interest (COI)
• Export Controls and Undue Foreign Influence
• Research Misconduct
• Responsible Conduct of Research

The Federal awarding agency or pass-through entity will close out the Federal award when it determines that all applicable administrative actions and all required work of the Federal award have been completed by the non-Federal entity. If the non-Federal entity fails to complete the requirements, the Federal awarding agency or pass-through entity will proceed to close out the Federal award with the information available (eCFR 200.344).

Many sponsors will not remit final payment until all required closeout documents/reports are submitted and accepted .

One or more of the following documents may be required by the sponsor for official closeout of the award:

• Technical Reports
• Financial Reports
• Property Reports
• Patents/Invention Reports

It is the responsibility of the PI to ensure that all progress/technical reports are submitted timely to the sponsor.

The final invoice due date, which can be within 30 to 120 days after the grant end date, will determine the timeframe the PI/Dept has to finalize costs on the award.

For example,

• If the invoice is due 30 days after grant end date, then all expenses must be paid and reconciled in less than those 30 days.
• If the invoice/final report is due 90 days after the grant end date, then all expenses must be paid and reconciled within 60 days of grant end date.
• If the invoice/final report is due 120 days after the grant end date, then all expenses must be paid and reconciled within 90 days of grant end date.

This is to allow all expenditures to post and clear in the ledger so they can be included in the invoice and proper support documentation be provided to sponsor, if it is required.  It is also necessary that all expenses are posted upon final invoice/report submission for audit trails and compliance.

As grant end approaches, within 90/60/30 days prior the following actions should be in progress:

• Reallocation plan for all personnel or termination.
• Pending transactions have been approved.
• Recurring charges are closed out.
• Purchase orders and encumbrances are closed out.
• Deficit on grants have been removed.
• Subcontract invoices have been received and approved for payment. Note: these must be submitted at least 30 days prior to NJIT’s due date for the sponsor so it can be cleared and posted to the ledger.
• Cost Share/Match Accounts - During the closeout period, cost share/match accounts must also be reconciled and terminated.  If it is a required match, the PI/Department must ensure that these obligations have been met.

Once the grant is reconciled, billed and all payments collected, the grant will be terminated in the financial system.  No further expenditures can be charged to the sponsored award.

Once a grant is closed, the associated sponsored programs will not be reopened. However, per federal regulations, the federal awarding agency maintains the right to disallow costs and recover funds on the basis of a later audit or review.

Such audits and reviews must be completed within the record retention period.

As per Uniform Guidance requirements, pass-through entities are directly accountable to the sponsor for the subrecipient’s performance and compliance. Hence, proper monitoring must be performed.

Pass-through entities must monitor the activities of subrecipients to ensure that the subaward is used for authorized purposes, subaward performance goals are achieved, and the subrecipient is in compliance with Federal statues, regulations, and the terms and conditions of the subaward (eCFR 200.331).

Pass-through entity monitoring of the subrecipient must include:

• Reviewing financial and performance reports;
• Following-up and ensuring that the subrecipient takes timely and appropriate action on all deficiencies pertaining to the Federal award

Subaward Agreement Development

To initiate a subcontract agreement request, use following link: External Subcontractor Generator Form-Grants

Step 1: PI works with Pre-Award services to develop, negotiate and finalize contracts with sub recipient.
Step 2: Pre-Award services works with general counsel, as needed, to execute signed contract and sends to PI.
Step 3: Upon receipt of executed contract, department personnel submits the requisition (within 3 days) to request the purchase order.

If agreement is over $25K, two requisitions need to be entered for subcontracts to be in compliance with 2CFR200

• 1st Req: up to $25,000 use account code 756110 (Subcontract <= 25K)
• 2nd Req: Remaining balance above $25,000 use account code 756111 (Subcontract > 25K)
• Subcontract requisitions are submitted to post-award for approval

Subcontract requisition must not be entered without a fully executed agreement. The Subaward must be uploaded as support to the requisition request.

Subagreement and Purchase Order (PO) must be in place for subrecipient to begin work.  They will need the purchase order number to adequately invoice NJIT for payment of services/work rendered. These invoices will need to be submitted to Apinvoices@njit.edu with the PO number indicated on the invoice.  Otherwise, they run the risk of payment delays.

Subaward Invoices

The project PI and departmental research administrators are required to ensure that invoices from subrecipients are reviewed before they are approved for payment. Project and invoice monitoring includes the following steps:

• Reviewing invoices against the approved budget and verifying that costs are appropriate for the work performed;
• Verifying that costs are in alignment with cost principles;
• Ensuring that invoicing is occurring according to the schedule outlined in the terms and conditions of the subaward;
• Ensuring that subrecipients submit a final invoice for project expenses at the end of the project, and such an invoice is marked “final.”

The PI approves all subrecipient invoices for payments via eMerchant.

Policy: Subcontract and Contractual Agreement Management
Resource: eCFR 200.331 Subrecipient and contractor determinations