Stage 3 Draft Proposal
Your Role
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Discuss budget development with Collaborative Grant Services (CGS) Pre-Award Grant Specialist
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Provide details of personnel who will work on the project and levels of effort expected; specific equipment, supply, consultant, and travel needs; students to be supported including tuition obligations.
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Due: Following PIF submission to CGS (see below)
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Identify collaborators and subcontractors
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Provide requirements and deadlines for budget drafting to collaborators/subcontractors
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Draft proposal narrative and ask Proposal Development Office (PDO), optional/colleagues to review
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Submit separate protocols to applicable institutional review committees
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Provide items needed as attachments for the Internal Approval Form (IAF) to your CGS Pre-Award Grant Specialist
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Note that for non-industry funded projects, the abstract attached to the IAF will be incorporated into Scholars@UK, SPIFI, and other UK internal search tools that are public-facing.
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Supporting Offices
PDO
- Critiques proposal drafts and reviews biosketches
- Offers consultation to discuss proposal critique
- Provides institutional descriptions of UK facilities and resources
- Assists in drafting supplementary documents (e.g., letters)
- Makes referrals to other research units as needed
CGS
- Arranges/Schedules meeting with Research Administrator in the Office of Sponsored Project Administration (OSPA) no later than 15 days from the proposal deadline to review proposal plans and discuss unique preliminary budget components (see below)
- Provides continued/ongoing support to PI with budget development and timeline management
- Prepares Internal Approval Form (IAF) and completes sponsor-required administrative forms with institutional information
- Creates/initiates Cayuse or other sponsor-system proposal package, as required/appropriate
- Obtains any required approvals from college leadership
- Facilitates any required special approvals for F&A waivers, cost share, and/or use of an off-campus F&A rate, or others, as needed
PDO services are optional but are recommended. CGS and OSPA services are required.
Deadlines
Draft Budget Development and Review | Following PIF submission
Sufficient budget-related details must be provided to your Pre-award Grant Specialist as soon as possible following the submission of your PIF. Your Pre-award Specialist will work to prepare a draft budget for review with OSPA.
No later than three (3) weeks (15 business days) before the sponsor’s deadline, the CGS Pre-award Grant Specialist (GS) and the OSPA Pre-award Research Administrator (RA) will meet to review the draft budget. The review will focus on the following:
- Budget caps and allowability constraints.
- Application of correct F&A rates including:
- Sponsor F&A policy or program announcement guidelines.
- Proper characterization of the project as research, instruction or other.
- Off-Campus Rate Worksheet (if applicable) must be completed prior to the meeting (approvals can come later but before proposal submission).
- F&A waiver requests (approvals can come later but before final proposal is submitted to OSPA for review).
- Voluntary cost share requests (approvals can come later but before final proposal is submitted to OSPA for review).
- Tuition costs.
- Equipment purchases.
- Subawards or vendor determinations.
- Correct interpretation of any “stipend” or participant support costs.
- Other CAS/normally indirect cost items and excluded budget items, with additional text in justification highlighted.
Resources
Explore Scholars@UK for collaborators
Explore Internal and External Funding Opportunities on PDO site
UK's Industry Partnering Guidelines
Sign up for PDO Funding Alerts
Find your CGS Pre-Award Grant Specialist
Obtain a Letter of Institutional Support
Facilities and Administrative (F&A) Costs
Off Campus Effort Worksheet (excel)