A good guideline
for getting an extramural grant processed is to allow a
total of 15 working days prior to the due date for Department,
College, and Office of Sponsored Programs (OSP) processing.
Please have your completed proposal to the Main Office 15
working days prior to the agency's deadline. OSP requires
proposals 7 working days before the agency deadline with final budget, compliance, and forms and draft science. OSP will review
proposals that arrive after the 7-day timeline, however,
grants that are not submitted by 5:00 pm 3 days prior to the
agency deadline in final form and marked "ready to submit" in SAGE will be returned to the PI without review. The College of Arts and Sciences is requiring that proposals be submitted to them for review and approval by noon 3 working days prior to the agency due date (so that they can review & forward to OSP by their 5:00 pm deadline). Please have your proposals to Wendy at least 48 hours prior to the College deadline (so 5 working days prior to due date) for Department review and approval to ensure that there is time to make any revisions or corrections that may be required. Note that Department review and approval is often faster, especially if you work with Wendy early in the process. Proposals that do not meet the deadlines stated above may not make it to OSP in time for their review, approval, and submission.
If the grant is
complex, for example involving more than one facility or
including subcontractors, please allow extra time.
Extramural
grants required Department and College approval prior
to OSP submission.
Intramural
grants (e.g., RRF, CSSS, UW Alcohol and Drug Abuse Institute)
generally require only Department and College approval,
however RRF proposals are now routed through SAGE using
the eGC1. Please have your completed proposal to
the Main Office at least 5 working days prior to the deadline.
You can access
the grants.gov portal at http://www.grants.gov/
A "cheat
sheet" for submitting a grant using grants.gov can
be found here.
Grants.gov slides
can be found here.
Grants.gov sample
main application page.
OSP's "Step
by Step" guide
Please check the
funding agency's guidelines for budget preparation.
Project salary increases each year at 2%
effective July 1. This is a suggested projection, based on NIH policy. Follow all sponsor restrictions that may apply.
On the UW eGC-1
form all regular salaries are shown in the 01 budget code.
Stipends may be show in the 01 or 08 budget code, depending
on whether it's a continuing payment or a 1-time, lump
sum payment.
If your grant
includes subcontracts you need to obtain a letter of agreement signed by an authorized institutional signer, scope of work,
and a budget and budget justification from the subcontractor to include in the grant
proposal.
In general the
Cost Accounting Standards consider supplies an indirect/facilities
and administrative cost for routine supplies. If
supplies are specific to the grant (paper for printing
surveys, for instance) or are for supplies above and beyond
standard supplies you can include them in your budget,
but you will need to include a justification. You should
include this in your budget narrative/budget justification.
On the UW eGC-1 form supplies are
shown in the 05 budget code.
Travel should be budgeted using per diem rates for the
travel destination and the UW contracted airfare rates.
You can find this information at http://www.washington.edu/admin/travel.
Some agencies do not fund travel to professional meetings.
Please be sure to check the policies of your targeted agency/foundation.
On the UW eGC-1 form travel is included
in the 04 budget code.
Some agencies do not fund equipment purchases unless there
is a very compelling reason. Please be sure to check the
policies of your targeted agency/foundation; it might also
be worthwhile to contact your program officer to get prior
approval for including equipment items in your budget request.
On the UW eGC-1 form equipment costing
< $2000 is included in the 05 budget code; equipment
costing > $2000 is included in the 06 budget code.
Benefits are applied to ALL salaries paid on grant funds.
The current rates to use are available at http://www.washington.edu/admin/finacct/loadrate.html.
On the UW GC-1 form benefits are included in the 07 budget
code.
Please budget
an increase of 10% annually to ensure that your budget
adequately covers student operating fees for the grant
period.
On the UW eGC-1 form student operating
fees are included in the 08 object code.
For 2011-12
the graduate operating fee waiver is $3897/quarter.
Current Rates
are available at
http://www.washington.edu/admin/pb/home/pdf/tuition/2011-12-tf-annual.pdf
The current
indirect cost rate is 54% of Modified Total Direct Costs
(MTDC). The current agreement date is November 30, 2010.
The agreement can be found at http://f2.washington.edu/fm/maa/sites/default/files/fa/fa_agreement1.pdf.
MTDC is the Total Direct Costs (total of all your
budgeted items) less student operating fees and individual
equipment items costing > $2000. If your grant includes
subcontracts only the first $25,000 per subcontract is assessed
indirect costs. If your subcontract is $50,000 then $25,000
is subtracted to reach your MTDC.
If a funding agency does not cover indirect costs the
UW will waive them, however, you need to provide a statement
from the funding agency indicating that they do not cover
indirect/overhead/facilities and administrative costs.
