Do’s and Don’ts of the Proposal Submission Process Research Administrators Symposium Presentation September 28, 2017

Presenters Rosa Gonzalez-Rosenblatt DIRECTOR OF SPONSORED PROJECTS AND CONTRACT AND GRANT ACCOUNTING Office of the Vice President for Research Monica Fishel FACULTY RESEARCH SUPPORT OFFICER (FRSO) Faculty Research Development Office in the Tim Wester CONTRACT & GRANT ADMINISTRATOR (CGA) Office of Sponsored Projects in the Rosa

Proposal Submission Process Rosa

Do Request assistance. You don’t have to figure this out on your own. Monica

Proposal Development Assistance Request help at http://frdo.unm.edu Department Research Support Directory - http://frdo.unm.edu/dept_frdo_support Office of Sponsored Projects http://osp.unm.edu/Contact%20OSP/dept- assign.html Monica Submit a Request for Proposal Support

How can the FRDO help? Finding Appropriate Funding (including Early Career and Seed Funding) Editing and Proofreading of Narrative Sections Letters of Support and other UNM Documentation Research Collaboration and Partnership Building Navigating UNM’s Proposal Submission Process Interdisciplinary and Collaborative Proposal Coordination Policy Consultations Proposal Planning and Development Solicitation and Guideline Interpretation and Analysis Budget and Budget Justification Development Open Research Development Time for Faculty Biosketch/CV Review and Formatting Broader Impacts Consultations Workshops and Seminars Monica

OSP responsibilities Review, endorse, and submit proposals Complete and sign certifications and representations Ensure that each proposal meets the requirements of the University, sponsor and applicable Federal/State rules and regulations Review, negotiate and accept awards Draft and negotiate contracts and subcontracts Non-financial post award transactions (No Cost Extensions, Budget revisions, reduction of effort and Principal investigator changes) Liaison with sponsoring agencies Rosa

Do Start as early as possible. Don’t wait. Rosa

PLEASE PLAN ACCORDINGLY. Plan for deadlines OSP’s internal deadline is 5 business days before the sponsor’s deadline. Your College may require additional business days for review. If your proposal involves many collaborators, collecting the information from them will take additional time. PLEASE PLAN ACCORDINGLY. Rosa

Do Make yourself available during the 5 day review period in case edits are needed. If you and/or the PI will be out of the office during the 5-day review period be sure to provide contact information to OSP. Tim

Do Ensure the PI has completed their annual FCOI disclosure. Submit an FCOI for each and every Public Heath Services (PHS) submission. (DHHS, NIH, CDC, IHS, DOJ, DHS, FDA…). Tim

Do Provide a clear and concise budget justification with every budget. Don’t assume the excel budget spreadsheet is self-explanatory. Tim

Budget Justifications Budget – must include Excel worksheet PI’s best estimate of the actual costs of conducting the scope of work. Budget justification Narrative which must match the budget – that is, funds for activities described in the narrative should be requested in the budget. Tim

Do Include a minimum of 1% effort and commensurate salary for PI. All budgeted effort must include equivalent salary. Tim - add more

Do Include in your budget salary, fringe benefits and insurance. Do not misclassify salary for stipends and vice versa, they are two different things. Rosa - Explain the difference between salary and stipends

Do Include full indirect costs/F&A/overhead in all proposal budgets. Only exception to not include F&A is when the sponsor doesn’t allow it or caps it at a lower rate. Rosa - Talk about the difference between direct and indirect costs

Do When the proposal includes a sub award (UNM is the lead)…Do obtain the following: Detailed budget Matching justification Statement of work Signed letter of commitment F&A rate agreement Monica

Do Include cost share if it is required by the sponsor. Don’t include voluntary committed cost share if the sponsor does not require it. Monica Explain the 3 types of cost share

Do Use existing templates. Don’t reinvent the wheel. Monica

Forms, Templates & Rates OSP website Budget Award Budget Sheet Cost share forms Request to Spend Funds FRDO Submit a Request for Proposal Support Monica

Do Create a Cayuse SP record for all submissions to OSP. Do use Firefox Don’t submit proposal documents to funding agency without working with OSP. Don’t start with Cayuse 424. Tim

Cayuse SP vs Cayuse424 Cayuse SP Cayuse424 For obtaining internal UNM approvals. For submission to UNM OSP. For monitoring and tracking proposal and awards. Cayuse424 For system to system, web-based submissions to Grants.gov. Tim Perhaps hand out the OPS matrix as to when a cayuse record is needed

Questions & Answers

Getting Started Must have a UNM NetID/email https://netid.unm.edu/ Cayuse Internal electronic routing/approval system http://osp.unm.edu/cayuse-research-suite.html Sponsor Specific (NSF-Fastlane, NIH-eRA Commons, foundation portals) http://osp.unm.edu/cayuse-research-suite.html Subscribe to the PI listserv – http://frdo.unm.edu Training and Compliance - http://research.unm.edu/training- networking Grants Management FCOI Human Subjects IRB / IACUC

Pivot: https://pivot.cos.com/funding_main Foundation Directory Online: (http://library.unm.edu/) Grants.gov: https://www.grants.gov/web/grants/search-grants.html Agency databases: NIH - https://grants.nih.gov/funding/index.htm NSF - https://www.nsf.gov/funding/azindex.jsp UNM Limited Competitions: http://frdo.unm.edu/?q=limited_competition Guidestar: www.guidestar.org View 990’s of organizations New Mexico Grantmakers Directory: http://www.nmgrantmakers.org/

Understanding the Types of Funding Grants – government, non-profit, private & corporate foundations Contracts – government, non-profit, corporate, foundation Gifts – individuals, foundations, corporations Unfunded agreements – MTA, NDA, MOU UNM Internal seed funding – RAC open campus-wide, OVPR, College specific (COE, Fine Arts, Eng, A&S)

Where to find the rates F&A rate agreement for federal funding Fringe benefit rates F&A rate for non-federal NM Public Sponsors http://osp.unm.edu/pi-resources/rates.html How do I know which FY rates to start with? If using reduced F&A rates use TDC not MTDC.

Salary Paying students Salary Stipend Student costs are commonly included on training projects or fellowships. If an individual is providing benefit to a project under the direction of a principal investigator, he or she should be paid as an employee, therefore a salary. Stipend Stipend payments are not compensation for services rendered

Request for Proposal Support UNM Resources Submit a Request for Proposal Support at http://frdo.unm.edu/ UNM Foundation – 501(c3) non-profit, solely affiliated with UNM Federal Register, Code of Federal Regulations (CFR) – private foundation and corporation prospect research; outreach to prospective funders; letter of inquiry and proposal review and writing; donor stewardship; major gifts $50k+ Office of Sponsored Projects (OSP) Provides administration, management and oversight of extramural sponsored research Contract & Grant Accounting (C&GA) Financial and regulatory administration of contracts and grants Submit a Request for Proposal Support