Proposal Development and Submission

Proposal Development and Submission

FYAP

May 7, 2015

Julie Wammack

Sponsored Research Administration

WHAT DO WE DO AT SRA?

Objectives or How to submit an external proposal!!

Proposal Development

Agency documents

FSU documents

SRA Review and Approval

Proposal Submission

Electronic Systems – FastLane, grants.gov

Email or hard copy submission

process

Contact Sponsored Research!

Administrators are

a

ssigned by departments

list on our website

Help us help you, or:

what your administrator needs to know asap

(who, what, where, when, and how)

The 3 day submission policy!

Please send items as soon as you have them

Three-Day Submission Policy

Documents should be received in ready-form for submission!

Agency Documents

Solicitation

(funding announcement, BAA, RFP, RFQ, etc…)

Description – eligibility

,

limited submissions

,

etc.

Deadlines!!!

Program

requirements; budget restrictions

PRE-proposal

? Letter of Intent?

Other info –

merit review, reporting

, etc.

Agency guidelines

Formatting

Page

limits

Application

package –

grants.gov or

upload documents into FastLane, NSPIRES

Program specific documents – biosketch, current/pending support, facilities and equipment

Standard NSF Grant Application

Project Summary – 1 pageOverview, intellectual merit, broader impactsProject Description (narrative) – 15 pagesIncludes intellectual merit and broader impactsResults of prior NSF supportBudget/Justification - 3 pagesReferencesBiosketches – 2 pages – specific formatCurrent/Pending Support for all senior personnelFacilities/EquipmentNo quantifiable financial informationData Management Plan – 2 pagesPostdoc mentoring plan if requesting support for a postdoc

7

FSU Proposal Requirements

Proposal Transmittal Form (or OMNI)

Budget

Budget justification

Scope of work

Internal approvals as needed

Proposal Transmittal Details

Fill it all in! - Instructions available

Deadline and other solicitation info

PI/Co-PI information

On or off campus?

Subcontracts?

Continuation?

Certifications

Tuition waiver code

Effort

Keywords

Conflict of interest / PHS – FSU’s EDMS system

Get everyone to sign!

Don’t forget ‘other named faculty’

OMNI Proposal Submission

OMNI proposal = PTF

Everything can be attached electronically

Approvers ‘sign’ using OMNI workflow

Instructions available:

OMNI Proposal Quick Entry

OMNI Proposal Guide

Sign in to OMNI and navigate to financials>grants>proposals>maintain proposal

Budget & Budget Justification

SRA reviews: Accurate? Allowable?

Your budget:

use the Facts Sheet

!

Fringe rate

Indirect cost rate

Tuition rates

Other important information

The justification should

be a ‘budget map’

How did you arrive at salary

numbers?

What is the fringe rate you used?

Travel details

Subcontractor /subaward details

Special Budget Justification Points

Travel

Tech purchases

Subaward/subrecipient details

Budget

Justification

Scope of work

Letter of commitment

Is your planned subaward for more than 50%?

Contractor/Vendor

quotes

Direct Costs (2 CFR 200.413)

Direct costs – can be identified specifically with a sponsored project, such as:

Salary/personnel

Fringe benefits

Travel

Equipment

Materials and supplies

Tuition

Subcontracts

Consultants

Other direct costs

Indirect Costs (2 CFR 200.414)

Also known as F&A or overhead

Indirect costs cannot be identified specifically with any project.

Federally-negotiated rate, others may vary by proposal

Rate always based on:

Agency

Location (on or off campus)

Type of project

Solicitation

Use the facts sheet!

Indirect Cost Calculation

Base – dollar amount for calculating indirect costs

Modified Total Direct Costs (MTDC)

Excludes

tuition, equipment, and subcontracts >$

25,000, capital expenditures, patient care, facility rental,

participant support costs

, scholarships & fellowships.

Federal and federal flow-through proposals (excluding State of Florida)

Total Direct Costs (TDC)

Only excludes

tuition (FSU policy)

State

of

Florida agencies

Florida Water Management Districts

Local Florida Governments

Indirect Cost Calculation

MTDC (NSF)

TDC (FDOT)

On campus research 52%

On campus research

10%

Salary

50,000

50,000

Equipment*

10,000

10,000

Supplies

3,000

3,000

Publications

2,000

2,000

Tuition*

11,712

11,712

TOTAL DIRECT COSTS

76,712

76,712

Indirect Cost

BASE

$55,000 (MTDC)

$65,000 (TDC)

Indirect costs

(base x rate%)

$28,600

(base x .52)

$ 6,500

(base x .10)

TOTAL REQUESTED

$105,312

$83,212

*

Items in

red

are excluded from the indirect cost base

Salary and Fringe Benefits

Calculate salary based on percent effort and actual salary

Add fringe

Add insurance

Escalation is allowed

Administrative & Clerical Salaries[§200.413(c)]

Normally treated as indirect costs

May be charged as direct costs:

Services are integral to project

Individuals can be specifically identified w/project

Funds are included in the budget or have prior written approval of agency

Equipment – Materials/Supplies

Equipment (2 CRF 200.33)

$5000+; Useful life of one year

Materials/Supplies (2 CRF 200.94)

Broad categories (glassware, labware, chemicals, art supplies

)

Computing Devices

(2 CFR 200.20)

<$5000/unit

Office

supplies are not allowed on federal

awards because they are included in the indirect costs.

Computing Devices (§200.453)

May be charged

as direct costs

if they are

Essential,

Allocable

,

B

ut

not solely dedicated, to the performance of a Federal award.

Tuition

Matriculation

f

or all grad students –

FSU policy

9 hours per semester / 27 per calendar year

Escalation is allowed

If not asking from agency, need another source for payment

Subrecipient or vendor/contractor?

Are

we buying a service or collaborating on

research (assigning

a portion of the work)

?

Why is this important?

It determines the type of award agreement

It affects the indirect cost calculation!!

What

is the relationship to FSU?

Service =

contractor/vendor

Collaborator = sub recipient /subaward

Consultants

Outside individuals

NOT FSU employees

Usually daily rate

Typically subcontract

Clarify subawardee/contractor relationship

Consult with your administrator

Other Direct Costs

Publications

Auxiliary charges (CAPS)

Shipping (with tracking)

Miscellaneous (animal per diem)

Remember – general office supplies and postage are not allowable!

Cost Sharing

What is cost sharing?

Project costs not paid by sponsor

Cost sharing is quantifiable:

effort or dollars

“Project enhancement” or available resources that are not quantified are

not

considered cost

sharing

Agencies have different policies – NSF prohibits cost sharing

FSU’s policy is

not to cost share

unless

required by agency

The Science…by any other name…

What is it?

Project narrative

Technical volume

Scope of work

Project description

THE PROPOSAL

This is the most important part of your proposal!!

Other Documents or Forms

Requirements vary by sponsor or agency

Could include these, others, or none:

References

Current & Pending Support

CV or biosketch

Specific Aims (NIH)

Data Management Plan (NSF)

Mentoring

Plan (NSF)

Letter of Commitment from FSU

Certifications - Industry

Internal Approvals

Cost Sharing Commitments

Nondisclosure agreements / Intellectual Property*

Terms & Conditions at proposal

SRA Review

We are charged with reviewing the proposal on behalf of FSU

We review all the documents looking for compliance with agency requirements, FSU policies and regulations, as well as federal and/or state regulations

Submit Your Proposal

After Sponsored Research review and approval, it’s time to submit!

What does this mean to you?

SRA will submit electronic packages

Hard copies can be picked up at SRA for department to mail or deliver

Emailed proposals – PI choice

NSF FastLane

FastLane account is required

Contact SRA

PI completes proposal and uploads to FastLane

Can authorize department to view/edit as ‘other authorized user’

Only PI can release the proposal to SRA

FastLane demo site

Grants.gov

No individual registration*; FSU is registered

Resources on the website; User Guide

PI completes, SRA submits

*some fellowships require the individual to submit through grants.gov so registration may be required

FedConnect

Search for opportunities

No need to register

Individual listings will link to grants.gov for the application package

Submit through grants.gov

SRA will retrieve award from FedConnect

Questions? Contact Us!

Julie Wammack

jwammack@fsu.edu

644-8945

Sponsored Research Administration

644.5260

srs@mailer.fsu.edu

Staff directory

:

http://www.research.fsu.edu/research-offices/sra/staff-assignments

/