Preparing and Submitting Proposals and Managing Grant/Contract Awards

Preparing Proposals:

To prepare a proposal, we will help you to:

• • develop a budget
  • write a budget justification
  • create a facilities statement
  • provide ancillary support documents
  • complete your proposal correctly

Submitting Proposals:

In order to submit grant proposals to funding agencies, all investigators must work with the Office of Sponsored Programs (OSP).  We will help you to:

• • obtain approvals
  • submit your proposal either through Cayuse or through the sponsor’s designated portal

Managing Grant/Contract Awards:

Once you have been awarded a grant or entered into a contract, you will work with us to:

• • track spending against your award
  • submit time & effort reporting
  • submit progress reports to the funding agency
  • close out your award at the end
  • plan for funding continuation

Submitting Proposals:

We would like to start talking to you about your project as soon as you’ve identified a funding source and have a proposal deadline date! The earlier we know about your project, the better we can help you stay on track with developing a budget, helping you with a checklist, getting your project reviewed and approved, and submitting ahead of the application deadline. As the deadline approaches, the dates where you will need to be in contact with us become more critical to meet.  Please note the timing below.

Pre-submission, these are the stages where we need to be in contact:

• • Budget – 30 days (+/-) from submission deadline
  • Proposal review – 5 days from submission deadline
  • Proposal submission – 2 days from submission deadline

Managing Grant/Contract Awards:

After you’ve been funded, contact us at these times:

• • Award Initiation: Notify us on award or ensure that the sponsor notifies our office of award so we can review the terms and conditions and sign the agreement/contract in order to initiate award set up.
  • Budget Changes: To adjust funds between categories, or submit a rebudget request.
  • Project Changes: Request a no-cost extension, or change key personnel.
  • Financial Management: Inquiries about allowable costs, invoicing, or questions about expenses on the grant.
  • Reporting: Submitting progress/technical/financial reports.
  • Funds:  Notify us if the sponsor sends a check to you directly.
  • Award Closeout: Touch base with your GCO around 6 months before the grant end date to ensure that all large equipment are made and there is a spending plan for any remaining expenses.

Who you work with will depend on what college or school you’re in, and what phase of the grant/contract you’re in.

While you’re working on your proposal, you will work with our Proposal Support (Pre-Award) Team.  

After you’ve been funded, you will work with our Award Support (Post-Award) Team. 

General email address for the Grant and Contract Administration team (monitored by multiple people): [email protected] 

Call us, email us, or set up a meeting to come talk to us in Wilson Hall to discuss your project.