1. Sponsored Programs Services (SPS) PROPOSALS

2. What is the PI’s role in the proposal?  Contact the central pre-award center, centralpreaward@purdue.educentralpreaward@purdue.edu  Complete the proposal worksheet. The worksheet is required because it collects much of the information needed by pre-award to help you with the proposal. http://www.purdue.edu/business/sps/webapp/proposal/proposalw orksheet.php http://www.purdue.edu/business/sps/webapp/proposal/proposalw orksheet.php

3. What is the PI’s role in the proposal?  Familiarize self with submission application (read the guidelines)  Work with Proposal Specialist on preparing budget  Notify Proposal Specialist of collaborating institution(s) and provides business contact  Completes narrative and any other necessary agency forms in compliance with agency guidelines (such as checklist, biosketch, budget justification)  Assures the proposal meets format requirements (fonts, page #’s, etc.)  Solicits and secures all cost share commitments  Reviews and approves proposal in COEUSLite  Makes changes to documents as needed  Provides contact information to Proposal Specialist for any proposal questions throughout the review process

4. Indirect Costs/Facilities & Administration (F&A)  Facilities and Administrative Costs or Indirect Costs or F&A are costs that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, instructional activity or any other specific institutional project. The rates are expressed as a percentage of a base amount, established by negotiation with our cognizant federal agency.  Organized Research F&A rate – 55%  Instructional F&A rate – 54%  Other Sponsored Projects F&A rate – 36%  These rates must be applied unless a formal notice from the sponsor limits the amount that will be charged.

5. How F&A is applied If the full rate is being used then the Modified Total Direct Cost base will be used to calculate F&A actually charged to an award. MTDC is calculated from Total Direct Costs – exclusions. The following are common exclusions:  Capital equipment (equipment over $5,000)  Grad Fee Remissions  Subcontract costs over $25,000 A full list of exclusions can be found at, http://www.purdue.edu/business/sps/pdf/Summary_of_MTDC_Base.pdf http://www.purdue.edu/business/sps/pdf/Summary_of_MTDC_Base.pdf

6. Budget Justification Consideration Items that need extra justification to avoid future problems:  Computers  Meals/conferences expenses  Capital Equipment (equipment over $5,000)  Foreign Travel  Clerical Effort

7. Cost Sharing  The University’s policy is to not commit auditable cost share if it is not required by the sponsor.  If cost share if required, it is preferable to use academic year salary for cost sharing when possible.  The Department Head and any other area committing cost sharing must be notified and approve cost share prior to the proposal routes to formal approval. Work on this early.

8. Tips and Reminders  If an 0.25 FTE GRA is budgeted the full fee remissions will still be budgeted to the grant because full fee remissions are charged if the graduate student does not have another graduate appointment.  Graduate students must be at least 0.5 FTE to be eligible for benefits.  The College has set rates for graduate students and ranges for post docs and visiting appointments. Ask your business office for a current copy.  Keep your business office in the loop during the proposal process. This will help the award run more smoothly.

9. Regulatory and Conflicts  All regulatory approvals need to be in place before accounts can be set up or released to it is recommended that you work on this prior to the award being received. http://www.purdue.edu/faculty_staff_handbook/research_policies/integrity.ht ml http://www.purdue.edu/faculty_staff_handbook/research_policies/integrity.ht ml  Once you submit your proposal you will receive an email asking you to certify whether or not you have a financial conflict of interest. This must also be completed before an account can be set up and awarded.

10. REMEMBER  SPS Preaward are the only staff that can sign off on proposals.  Contracting personnel are the only staff that can sign off on agreements.  Department Heads and Deans can sign letters of support as long as the letter is not committing the University to anything specifically.  When in doubt ask your business office. They want to help you succeed!