Transcript Cost Accounting Standards Policies and Procedures

Nuts and Bolts of
Proposal Development
Josie Causseaux
May 24, 2013
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Proposal Development/
Submission
 Find funding that matches research
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interests/needs
Read the agency documents – RFP, agency
guidelines, etc.
Notify SRS of intent
Prepare proposal
Obtain institutional approvals
Submit the proposal to SRS
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Contact SRS – ASAP
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Establish a working relationship with the
administrator who will process your proposal
Administrator provides agency-specific
expertise
Administrator answers questions related to the
proposal process and policies
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3-day submission policy
Documents needed for SRS
PI Responsibilities/SRS Responsibilities
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Review ALL Proposal Documents
 Funding Announcement –
Request For Proposal (RFP), Program Solicitation,
Request for Bid
 Application Instructions
 Agency Guidelines
 These documents provide information pertinent to
your proposal
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Sponsor instructions/guidelines must be followed to
insure that the proposal is in compliance before
submission
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Request for Proposal (RFP)
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Program Description
Award Description
Eligibility (Limited Submission?)
Funding Limits
Deadlines – Due Dates for Submissions
Review/Evaluation Criteria
Award Administration
 Reporting requirements, etc.
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Prepare the Proposal Application
 Download the application forms from the
agency website or upload the proposal
documents for grants.gov, Fastlane or other
sponsor-specific electronic submission
system
 SRS can direct applicants to required forms
(e.g., certifications, F&A agreement)
 Fill out forms in the application and attach
required items
(Abstract, Project Narrative, Budget, Budget Narrative,
Biosketch, Current/Pending Support, etc.)
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SRS Internal Documents
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Transmittal Form
 Scope of Work
 Budget
 Budget Justification
and  All other sponsor required documents
NOTE: Proposal must be submitted to SRS in
ready-form for submission
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Transmittal Form
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Funding Announcement/Request for proposal
(RFP) or solicitation number
Proposal due date and project performance period
Name of FSU PI/Co-PIs and departments involved
Distribution of the indirect costs between the
participating departments
Effort Distribution
Special commitments
Items that may require further review or
certifications
Named FSU faculty
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Certifications
 FSU must provide certain assurances,
representations, and certifications when
proposals are submitted or when accepting
an award
 Special Certifications may include
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Animal subjects
DNA/RNA use
Human subjects
Hazardous chemicals
Use of the FSU Marine Lab facilities
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Institutional approvals
 Attach the entire agency application including
the RFP, with the Proposal Transmittal
 Route to all PIs for signature
 Route to all associated Chairs and Deans for
approval
 Route to Sponsored Research Services for
approval
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Submitting Transmittal
via OMNI
 OMNI proposal submissions include the
same information as a hardcopy proposal
submitted with the Proposal Transmittal Form
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Differences
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Items are attached electronically in the OMNI
system
Proposal routes electronically
Advantages
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Secure signatures/approvals electronically
Electronic records are available 24/7
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Submission Policy
 Three Day Rule
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The Vice President for Research instituted a
policy effective on February 1, 2006 that states
that a proposal must be submitted to SRS by
9am three working days prior to the Agency
deadline
PI may work on the technical narrative only until
9am on the day of submission
http://www.research.fsu.edu/contractsgrants/documents/submissionpolicy.pdf
Sponsor
Deadline
Monday
Tuesday
Wednesday
Thursday
Friday
SRS Internal
Deadline
the previous Wednesday at 9 A.M.
the previous Thursday at 9 A.M.
the previous Friday at 9 A.M.
Monday of the same week at 9 A.M.
Tuesday of the same week at 9 A.M.
*Saturday and Sunday are not business days and do not count towards the
3-day rule. Treat Friday as the deadline - the internal proposal deadline
becomes Tuesday of the same week at 9 am.
*Some agencies move weekend and Federal holiday due dates to the next
business day – verify this with the sponsor.
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Proposal
 What Constitutes a Complete Proposal
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Sponsor’s program announcement, sponsor
guidelines - RFP
Proposal transmittal form with all signatures or
workflow proposal in the OMNI system with all
appropriate departmental, chair, and dean
approvals
Detailed Budget- all years -Detailed budget
justification
Proposal
 What Constitutes a Complete Proposal – cont’d
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Scope of work – Draft of the technical portion of
the proposal (acceptable at 3 day deadline)
Documents associated with internal approvals
(e.g. cost sharing commitment form, C.A.S.
form) with appropriate departmental, Chair, and
Dean approvals
DHHS, PHS proposals or flow through
applications require FSU FCOI-EDMS data entry
for any named investigators
http://www.research.fsu.edu/contractsgrants/documents/submissionpolicy.pdf
Proposal
 What Constitutes a Complete Proposal, cont’d
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Commitment letters from collaborators,
consultants, subcontractors
Subcontractual budgets and budget justification
Forms and/or application package required by
the sponsor.
http://www.research.fsu.edu/contractsgrants/documents/submissionpolicy.pdf
Limited Submissions
 Limited Submissions
SRS maintains a list of limited submissions on
their website
http://www.research.fsu.edu/limitedsubmission/
 An internal deadline for white papers is posted
on the website
 PI selects the limited submission and emails
the 2 page white paper to [email protected]
by the internal deadline
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Limited Submissions
 Limited Submissions continued
 White paper must include
 Abstract
 Any cost-sharing commitments
 NOTE: Must be submitted by 11:59 pm on due date
 The Office of Research will determine which PI(s)
may apply
 Selected PI(s) will be listed on the limited submission
website
 Any unauthorized submission will be withdrawn
Questions?
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