Award Portal
This page has been set up to provide CRCF award recipients with documents and resources specific to award acceptance, reporting, and project modifications. On July 1, the CRCF program became part of the newly created Commonwealth Commercialization Fund (CCF). The transition does not impact the CRCF award portfolio nor the level of support provided by CIT; however, please note the new email addresses on this and other CRCF pages. The team is available for questions if you cannot find the answer within these materials by emailing ccfawards@cit.org.
Should you wish, the links below will allow you to jump to a specific section:
Should you wish, the links below will allow you to jump to a specific section:
Project Modifications
Project modifications, including budget mods and no cost extensions, are considered on a case-by-case basis. Award recipients are to notify CIT of the requested change(s) by emailing ccfawards@cit.org. Requests should indicate the change that is desired along with the reason(s) the change is necessary.
Budget Modifications
Changes to a project budget greater than 20% in any category require prior approval from CIT, unless the change to the category is $2,000 or less. Budget modifications may adjust the indirect cost ratio only if the change reduces the percent of the award spent on indirect costs. Should an award recipient need to modify their budget, we ask that they provide a revised baseline budget (that is, an update to the project budget submitted with the application or a previously approved project budget) along with an explanation about why the changes are needed to execute the project.
No Cost Extensions
We recognize that there are times when award recipients need additional time to complete the proposed project. Requests for no cost extensions (NCEs) must be submitted to CIT at least 30 days prior the current project end date to be considered. Award recipients should indicate the desired new project end date, whether the extension will impact the project budget (see above for budget mods), and the reason(s) the extension is needed.
Project modifications, including budget mods and no cost extensions, are considered on a case-by-case basis. Award recipients are to notify CIT of the requested change(s) by emailing ccfawards@cit.org. Requests should indicate the change that is desired along with the reason(s) the change is necessary.
Budget Modifications
Changes to a project budget greater than 20% in any category require prior approval from CIT, unless the change to the category is $2,000 or less. Budget modifications may adjust the indirect cost ratio only if the change reduces the percent of the award spent on indirect costs. Should an award recipient need to modify their budget, we ask that they provide a revised baseline budget (that is, an update to the project budget submitted with the application or a previously approved project budget) along with an explanation about why the changes are needed to execute the project.
No Cost Extensions
We recognize that there are times when award recipients need additional time to complete the proposed project. Requests for no cost extensions (NCEs) must be submitted to CIT at least 30 days prior the current project end date to be considered. Award recipients should indicate the desired new project end date, whether the extension will impact the project budget (see above for budget mods), and the reason(s) the extension is needed.
Reporting
Award recipients are required to report on the technical and financial progress of the project and technology during and following its period of performance. At a minimum, award recipients will provide a progress report approximately halfway through the project and a final report 45 days following the project end date. Report due dates are detailed in each awardee's Reporting Schedule, provided with the award materials or, if applicable, with approved no cost extensions.
Reports are to be submitted to ccfawards@cit.org.
Award recipients are required to report on the technical and financial progress of the project and technology during and following its period of performance. At a minimum, award recipients will provide a progress report approximately halfway through the project and a final report 45 days following the project end date. Report due dates are detailed in each awardee's Reporting Schedule, provided with the award materials or, if applicable, with approved no cost extensions.
Reports are to be submitted to ccfawards@cit.org.
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Progress and Final Reports
Progress and final reports each have two components: narrative and financial. Report narratives: There is a narrative template for progress reports and a separate template for final reports. Report financials: There is a single report budget template to be used, iteratively, for both progress and final reports. Should your project require more than one progress report, CIT will provide you with a custom template in advance or one can be requested by contacting ccfawards@cit.org. |
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Commercialization Reports
Commercialization reports are short, 1-2-page, high-level snapshots of awardees' progress toward commercialization and other economic outcomes. This report is required annually for five years following the conclusion of the project, typically due on the anniversary of the project end date. Should award recipients wish to provide their annual reports on an alternate schedule, such as one that syncs with the organization's fiscal year, we'd be happy to accommodate this change; however, award recipient must communicate the desired change with CIT in advance of the original commercialization report submission due date. |
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Fund Disbursement
Payment is typically planned in two tranches. The first tranche will be for approximately 60% of the award amount and will be authorized following receipt of all award acceptance materials outlined in your award letter. The remaining monies will be provided following receipt of an acceptable progress report that demonstrates that project tasks are on track and expenditures are approximately 40% or more of the total award. It is the responsibility of award recipients to notify CIT if their payment information -- banking information or mailing address, for checks -- has changed prior to the issuance of the remaining funds.
We will make every effort to issue payment as quickly as possible; CIT and CRCF remain in a transition period and we are working closely with the Commonwealth of Virginia to ensure the least disruption to processes such as disbursements.
Payment is typically planned in two tranches. The first tranche will be for approximately 60% of the award amount and will be authorized following receipt of all award acceptance materials outlined in your award letter. The remaining monies will be provided following receipt of an acceptable progress report that demonstrates that project tasks are on track and expenditures are approximately 40% or more of the total award. It is the responsibility of award recipients to notify CIT if their payment information -- banking information or mailing address, for checks -- has changed prior to the issuance of the remaining funds.
We will make every effort to issue payment as quickly as possible; CIT and CRCF remain in a transition period and we are working closely with the Commonwealth of Virginia to ensure the least disruption to processes such as disbursements.
Award Acceptance (FY2020 Awards)
In order to formally accept a CRCF FY2020 award, each recipient must, at a minimum, complete and return three documents: terms and conditions (program-specific), award and payment information, and an IRS Form W-9. These documents are available to download below and, once completed, are to be emailed to Jennifer Hiltwine at jennifer.hiltwine@cit.org.
In order to formally accept a CRCF FY2020 award, each recipient must, at a minimum, complete and return three documents: terms and conditions (program-specific), award and payment information, and an IRS Form W-9. These documents are available to download below and, once completed, are to be emailed to Jennifer Hiltwine at jennifer.hiltwine@cit.org.
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Additional award acceptance materials may be required on an individual basis. An awardee's letter will indicate what is needed and in what timeframe. Awardees who provide all award acceptance materials by 9:00 a.m. on Wednesday, June 17 may be eligible to receive payment of the first tranche of funds as early as July 10. However, should the additional time be needed to prepare the required documentation, awardees are permitted 60 days from the date the award letter was issued; for FY2020 recipients, this date is Monday, August 3. Special exception to the 60-day window may be granted on a case-by-case basis.
Webinar for FY2020 Awardees
RECORDING: CRCF FY2020 AWARD OVERVIEW
CIT hosted a webinar for FY2020 award recipients on Wednesday, June 10 covering in greater depth many of the topics on this page: award acceptance, process for disbursing funds, requesting project modifications, reporting requirements and expectations, and more. Click on the link above to review a recording of the session.
Webinar for FY2020 Awardees
RECORDING: CRCF FY2020 AWARD OVERVIEW
CIT hosted a webinar for FY2020 award recipients on Wednesday, June 10 covering in greater depth many of the topics on this page: award acceptance, process for disbursing funds, requesting project modifications, reporting requirements and expectations, and more. Click on the link above to review a recording of the session.
