Prepare a Proposal

All proposals for external funding for grants and sub-agreements from federal, state, and private funds must be approved before a proposal can be submitted.  In order to facilitate a timely, orderly, and thoughtful review in ICI, it is expected that the Principal Investigator (PI)/Project Director (PD) will provide a complete proposal package in advance of the sponsor deadline.

The following must be submitted for review by ICI PRIOR to submission to the sponsor:

• Proposal Approval Form-PI/PD should submit this form as soon as possible after the funding opportunity has been identified.
• Request for Proposal (RFP) or Notice of Funding Opportunity (NOFO)
• Scope of Work (SOW)
• Line-Item Budget and Budget Justification-If applicable, the budget must include line items with accurately calculated salary, fringe and indirect costs. All costs/expenses MUST be allowable, reasonable, and allocable. See the definitions of each here.
  • Current graduate assistant salary information
  • PSU Budget Office Salary and Fringe Benefits Calculator-Used to figure salary and fringe benefits for faculty and staff.
  • PSU Budget Office Fringe Benefits Rates-Fringe benefits include retirement, FICA, workmen's compensation, leave pay and health insurance.
  • Indirect Cost Rate Agreement-The PSU-Health and Human Services indirect cost rate agreed to is 47% of salary and fringe benefits paid for by the grant.
• Commitment Letter(s) for Cost Share and In-Kind Contributions (if applicable)
• Any Other Documents Required Under the RFP/NOFO

Complete proposals that are not submitted to ICI at least two weeks before the submission deadline will not be guaranteed.

ICI will confirm the status of the proposal once reviewed.  Submission of approved proposal will be determined by sponsoring agency requirements.

The following should be considered if your proposal contains any of the following:

Subrecipient

If you are submitting a proposal to be a subrecipient, you must submit complete documentation for the the proposal package, including, but not limited to:

• Letter of Intent
• Scope of Work
• Budget and Budget Justification
• Biosketches for key personnel (if applicable)
• PSU's most recent negotiated rate agreement (if applicable)
• IRB approvals (if applicable)
• Any other documents required by prime sponsor

Consultants

If your proposal includes consultants, you must submit complete documentation for the consultant(s) with the proposal package, including:

• Consultant letter(s) of commitment (including consulting rate if paid consultant)
• Biosketch
• Sponsor required documentation for consultants (if applicable)

Reduced F&A Rate

If your proposal includes a Facilities & Administrative (F&A)/Indirect Costs Rate lower than the Federally negotiated rate, you must submit complete documentation for the reduced request with the proposal package, including:

• Copy of the sponsor indirect cost stipulation/policy
• F&A waiver/reduction approvals
  • Email following your chain of command. Contact ICI for more information.

A PI/PD shall not negotiate a reduction or waiver of F&A costs with the sponsor.  Contact ICI for direction.

Cost-Sharing

Sponsored programs may require cost-sharing or matching by the University.  Cost-sharing is a financial commitment by the University toward the total cost of a project from a source other than the granting organization.

If your proposal includes cost-sharing, you must submit cost-share approval documentation for the cost-share with the proposal package.

Below are the forms and policies you will likely need to prepare a proposal.

Proposal Approval Form

PI/PD should submit this form as soon as possible after the funding opportunity has been identified.

Financial Conflict of Interest Disclosure for Public Health Services Funded Projects

In compliance with federal regulation 42 CFR Part 50, Subpart F, Promoting Objectivity in Research, Pittsburg State University requires investigators who work on or submit project proposals to Public Health Services-compliant agencies (PHS) to disclose their personal Significant Financial Interests (SFI), and those of their spouse and dependent children, related to their institutional responsibilities. This includes the Principal Investigator, Co-Investigators, Senior and Key Personnel, and any other individual who is responsible for the design, conduct, or reporting of research funded by PHS or an agency or organization that follows PHS disclosure requirements. Additionally, PHS FCOI Disclosure forms shall be filed for new SFIs and updated information from a previously disclosed SFI, as soon as such situations become known, and in any instance, not later than thirty (30) days after discovery or acquisition of the SFI. Click here to see the full policy.

Indirect Cost Rate Policy

Indirect costs (also known as facilities and administrative-F&A or overhead costs) are costs that are incurred by PSU for common or joint objectives and, therefore, cannot be identified readily and specifically with a particular sponsored project, an instructional activity, or any other institutional activity. Indirect costs support the administrative and infrastructural needs necessary to support externally funded research and non-research activities. PSU allocates indirect costs to the administrative areas of the university that support research in some important way. Click here to see the full policy.

Indirect Cost Rate Agreement

The PSU-Health and Human Services indirect cost rate agreed to is 47% of salary and fringe benefits paid for by the grant.

Guidance on Sponsored Projects and Gifts/Donations

Both sponsored projects and gift-funded activities are externally-supported with funds provided by sponsors and donors, typically in response to a proposal or request.  The classification of funding as "sponsored project" or "gift" will affect the way Pittsburg State University (PSU or University) and the Pittsburg State University Foundation (PSU Foundation) account for the funds, calculate and apply indirect costs, and report on the use of the funds to the sponsor or donor.

Sponsor System Registration

Many federal agencies require the institution to register and setup an account for the PI/PD in the electronic submission system before the proposal is prepared.  Find registration instructions for the systems required by particular sponsors here.  Contact ICI for registration questions.

Review Sponsor Guidelines

• Review sponsor instructions (including general agency-wide guidelines, program-specific announcements or solicitations, and frequently asked questions).
• Consult with ICI staff early in the process of developing your proposal if you have questions or need help interpreting guidelines.

Obtain Approvals for Special Requests

• Allow adequate time for the review of special requests by institutional officials.  Such special request approvals must be obtained before you route your proposal for final internal approval by ICI.
• These may include:
  • Approvals for IRB
  • Approvals for Cost-Sharing
  • Approvals for F&A Waivers

Ensure Your Proposal is Complete, Accurate, and Submitted to ICI Well in Advance of Sponsor Deadline

• Follow sponsor solicitation guidelines, Request for Proposals (RFP), Notice of Funding (NOF), and application requirements.
• Provide your completed proposal to ICI well before the sponsor deadline to ensure adequate time for review and allow time to correct any errors in the electronic submission process.
• When you route your proposal for internal review, be sure to provide a complete proposal package.
• Check all sponsor forms for completeness, accuracy, and proper formatting.
  • Provide all the information required in sponsor forms, and verify that the entire proposal complies with sponsor formatting instructions.
  • Take advantage of agency checklists and check functions with electronic systems to make sure your application is complete and required fields are filled in.
  • Commonly required institutional information can be found on the PSU Fact Sheet.
• Review your budget to make sure that all costs are allowable, accurately calculated, and properly presented on sponsor forms. Confirm that:
  • Salaries are based upon current actual salaries for PSU employees, sponsor salary caps, and standard PSU rates;
  • You have correctly applied current fringe benefit and F&A (indirect) cost rates;
  • Budget justification notes are consistent with the budget and provide a level of detail required by the sponsor; and
  • Annual increases have been estimated at reasonable rates.

To Submit a Proposal to be a Subrecipient of Another Institution or Agency, Ensure You're Submitting All Required Documentation

• Provide complete documentation, including but not limited to:
  • Letter of Intent
  • Scope of Work
  • Budget and Budget Justification
  • Biosketches for key personnel (if applicable)
  • IRB approvals (if applicable)
  • Any other documents required by the prime sponsor

Principal Investigators (PI)/Project Directors (PD)

• Ultimately responsible for the entirety of the proposal, including all documents and forms, the budget, any subaward materials, and any other materials requested by the solicitation guidelines or required internally, as well as compliance with all internal and external deadlines

Department Chair/Director/Dean

• Understand the commitments required by the proposal and that the proposal is consistent with the academic mission of their unit

Institutional Compliance and Integrity (ICI)

• Review all proposals for external funding for grants and sub-agreements from federal, state, and private funds prior to submission of proposal
• Serve as Authorized Organization Representative (AOR) regarding administration of all sponsored projects
• Serve as the primary point of contact and facilitator of the overall grant/contract process while balancing the need for institutional and sponsor regulatory compliance