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

2. 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

3. Proposal Submission Process
Rosa

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

5. Proposal Development Assistance
Request help at
Department Research Support Directory -
Office of Sponsored Projects assign.html
Monica
Submit a
Request for Proposal Support

6. 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

7. 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

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

9. 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

10. 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

11. 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

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

13. 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

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

15. 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

16. 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

17. 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

18. 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

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

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

21. 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

22. 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

23. Questions & Answers

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

25. Pivot: https://pivot.cos.com/funding_main
Foundation Directory Online: (
Grants.gov:
Agency databases:
NIH -
NSF -
UNM Limited Competitions:
Guidestar:
View 990’s of organizations
New Mexico Grantmakers Directory:

26. 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)

27. Where to find the rates F&A rate agreement for federal funding
Fringe benefit rates
F&A rate for non-federal NM Public Sponsors
How do I know which FY rates to start with?
If using reduced F&A rates use TDC not MTDC.

28. 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

29. Request for Proposal Support
UNM Resources
Submit a Request for Proposal Support at
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