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Frequently Asked Questions

1. When do I contact ORSP if I’m interested in submitting a proposal to an external sponsor?

Contact the office as soon as you know that you will be submitting a proposal.  Please use our Intent to Submit Form.

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2. When are proposals due in ORSP?
  • ORSP requests that all proposals be submitted through CAYUSE at least five (5) working days prior to an agency deadline. The proposal should be full, complete, and approved by all appropriate parties. The primary reasons for requesting five working days to review are:
    • To assist the Principal Investigator (PI) in creating and submitting a proposal that is within sponsor guidelines including: assistance with an appropriate and accurate budget, assistance with format to ensure that the proposal is complete.
    • Since the proposal document is submitted and the award is made to the University, not to the PI, ORSP has the legal and fiduciary responsibility to ensure that all University, sponsor, State and Federal regulations, laws, and policies are met.
    • Because the actual proposal development process can take days, weeks, and even months, we recommend that the PI contact the ORSP very early in the proposal process, so the administrator can help facilitate the overall process.

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3. Who needs to approve my proposal and why do they need to approve it?
  • The PI is responsible for the coordination and preparation, management, and technical reporting of all proposal and submission materials. Although the institution signs sponsored agreements and is legally responsible to the sponsor, it is the PI that is responsible for the proper fiscal management and conduct of the project and for compliance with all terms and conditions of a sponsored agreement, for efficiently and effectively managing project funds within approved budgets, and for completing the project in a diligent and professional manner. This includes all compliance and contractual terms and conditions. PIs should remember that once all approvers have approved a proposal, that proposal must then be officially submitted to ORSP by the PI
  • Responsibilities of Dean and Department
  • Projects are conducted as a department or college function. The Chair and Dean acknowledge their approval and the use of university personnel, facilities, and students by approving a proposal
  • Authorized organizational representative
  • The CPP Foundation, The Provost and the Chief Financial Officer
  • NOTE: If a project is over expended or if expenditures are disallowed, the department or college is expected to cover this cost

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4. I am submitting a proposal with a subaward to another University. What kind of documentation do I need from the other University?

For proposals in which CPP is the lead organization and is subcontracting with another organization, ORSP needs to approve a project narrative and budget for the subcontractor. A subrecipient form by the organization's Authorized Organizational Representative must be included, along with a copy of the organization's negotiated F&A cost rate, if available.

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5. I am submitting a revised budget that needs a signature from an Authorized Organizational Representative. Why does ORSP need to process this information?

For a revised budget that needs authorized organizational representative signatures, ORSP needs a copy of the new budget and any other materials being submitted to the agency. If any changes have been made to the project narrative, a copy of the new narrative should be supplied as well.  

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6. The agency I am applying to limits indirect costs to 10%. What do I need to do for ORSP to accept this rate?

If the sponsor limits or does not allow F&A costs, the investigator must provide to ORSP, with the proposal, a copy of the sponsor guideline stating the F&A cost policy. ORSP will accept this limitation if it is a standard policy applied across all applicants for the sponsor or the sponsor’s specific program.

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7. What kind of documentation is required for showing cost share in a proposal?
Any University cost-share commitments should be indicated on the Proposal/Award Cost Share form, and the form should indicate a valid account number (with sufficient funds) and be signed by the account manager and the next level supervisor. Keep in mind that cost sharing equipment/space includes ONLY equipment/space that would normally be charged a fee for its use can be used for cost sharing in a grant.

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8. I am writing a multi-year budget. How much should I increase budget categories each year?
ORSP encourages investigators to include a reasonable increase in all budget categories to account for inflation in subsequent budget years. Typical increases for salaries and fringe benefits are 1-3% per year, and for tuition 5-10% per year.

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9. Our department recently was awarded a grant, but we didn’t have enough budgeted for fringe benefits, how can we avoid this in the future?

ORSP asks that the faculty and staff fringe rates be estimated based on the actual fringe rate.  Please contact your college Budget Analyst or contact ORSP for these rates. 

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10. I plan to propose purchasing equipment in my proposal. What should I look out for?

Be sure to include shipping costs in the budget proposal.  If you don't, the purchasing process may be delayed for lack of a budget for shipping.

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11. Now that my grant is over, can I take home the equipment and supplies purchased from the grant?

No.  The equipment, supplies, etc. is property of the institution.  The institution received the grant; you as the Principal Investigator, conducted the grant.

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