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Preparing your proposal

Moving Through University Channels - From Faculty to the Sponsor

(The following information is available in more detail in the ORA Proposal Handbook)

Faculty must submit all proposals and awards through ORA.

Proposals must be accompanied by the University's internal routing form and the appropriate signatures. Approval of the proposal is demonstrated by signatures on the proposal cover page and the routing form.

After the Principal Investigator(s) (PI) and any co-investigators have signed the proposal and routing form, the package must be signed and endorsed by the Department/Unit Head and next higher authority within the School, College, or Institute.

The original signed proposal and two copies are to be forwarded to ORA to review for accuracy, completeness, and compliance with University and sponsor policies and procedures. To obtain institutional approval, ORA requires the signed routing form, a budget, a budget justification, an abstract, and any agency forms which require the signature of an authorized institutional representative.

ORA review can be done quickly for proposals which are complete (usually within four to six days). Complex proposals, such as those which involve interdisciplinary collaborations, Requests for Proposals (RFP's), electronic submissions, or cost sharing; require additional time for review and should be submitted to ORA well before the deadline. Proposals submitted to NIH or NSF via Grants.gov require additional time to review and submit; therefore, these proposals should be routed to ORA at least six business days before the deadline.

The RFP, funding opportunity announcement, or the URL for the RFP or program announcement should be included in the proposal packet that is delivered to ORA.

If the proposal is to be mailed to the sponsor, ORA will notify the department so that it can be picked up and mailed to the sponsor

Electronic Submissions

ORA submits all electronic proposals for the University

Most agencies are accepting proposal submissions electronically, and many require it. Read your agency guidelines carefully and, if you have to submit your proposal electronically, contact your Contract Administrator as soon as possible. Some electronic submission systems continually evolve. Staying in close contact with ORA helps us to make sure your proposal is submitted correctly and on time.

ORA provides training for electronic proposal preparation and reporting to agencies and foundations. Some electronic systems, such as NSF's FastLane and NIH's eRA Commons require the PI to create accounts before using the system. You can request an account for these systems by using the links on ORA's home page. Questions about using these and other electronic systems can be directed to to the eRA team at oraaera@umd.edu. Information about electronic submission systems can be found on ORA's website and by following this link.

Training sessions for the Grants.gov system are offered periodically, and trainings for other systems can be requested by your department. The training schedule is available here. Contact Sally Egloff at segloff@umd.edu or 301.405.8060 to register.

Agency Guidelines/Forms

In a Request for Quotes (RFQ), Request for Proposal (RFP), or Funding Opportunity Announcement, guidelines can be very detailed with specific forms accompanying proposal text. Often there are limitations for page length, type size, title length, and supporting documents.

You can find ORA's forms and links to Agency Guidelines here.

General Rules of Thumb When No Guidelines are Provided

A COVER PAGE should always accompany your proposal. It should include PI and University Authorized Official signatures and contain items such as proposal title, PI name, submitting department(s) or center, total funds requested, and period of performance.

PAGE NUMBERS are essential and a TABLE OF CONTENTS helps the reviewers.

An ABSTRACT accompanying the proposal should be both concise and complete. Agencies often use abstracts in their annual reports.

The PROPOSAL CONTENTS should include:

   » Summary Page (statement of the project goals & objectives)
   » Project Description
   » References
   » Biographical Sketch
   » Budget
   » Budget Justification
   » Current & Pending Support

The Budget Justification should include all supporting information for all budget categories, including an explanation of the need for unusual or large expenses such as equipment, travel, or use of facilities.

For guidance concerning the application of fringe benefits, graduate student salaries and Facilities & Administrative (F&A) rates consult the web pages below.

   » Employee Benefits
   » Graduate Student Stipends
   » F&A Rates

Budget

Estimating your Budget-Frequent Rates and Expenses

SALARIES are established by the University. Multiple year budgets should include estimated salary increases. A 4% increase may be projected unless the sponsor specifies salary inflation rates.

GRADUATE ASSISTANT STIPENDS are set by the departments

Fiscal year 2010 minimum Graduate Assistant & Fellowship compensation rates are:

   » $13,994 for 9 months
   » $14,772 for 9.5 months
   » $18,659 for 12 months

Compensations are subject to change. Consult Graduate School's URL:
http://www.umresearch.umd.edu/ORAA/um_references/basic_references/benefits_stipends/stipends.html

FRINGE BENEFITS are applicable to all University salaries and wages. The University does not have a "fringe benefit rate" and Grant/Contract accounts are charged actual amounts. When preparing a sponsored project proposal budget, calculations for the sponsor's contribution to employee fringe benefits should be computed using the Fringe Benefits memo found at Employee Benefits

A typical estimated rate for twelve month full-time personnel is 25% plus tuition.

FACILITIES and ADMINISTRATIVE COSTS (F&A) (formerly known as Indirect Costs) represent the University's expenses associated with running the research enterprise. F&A rates are expressed as a percentage of total direct costs, but exclude permanent equipment over 5,000 dollars; tuition; stipend for trainees on training programs; and rental of off-campus facilities. The Campus calculates its F&A cost rates and negotiates these with the U.S. Health and Human Services Audit Agency acting on behalf of all federal agencies.

F&A costs are calculated based on the project's Modified Total Direct Cost (MTDC).

The MTDC is an adjusted figure and not always equal to the direct costs requested.

Calculating Modified Total Direct Costs

MTDC = Total Direct Costs minus the following:

   » Individual items of equipment in excess of $5000
   » Computers in excess of $1,000
   » Capital expenditures (includes alterations and renovations)
   » Tuition remission
   » Rental costs of off-campus facilities
   » The portion of individual subgrants and subcontracts over $25,000
   » Scholarships and fellowships

University F&A Rates are:

   » On-campus - 50% MTDC
   » Remote Off-campus - 26% of MTDC - Project activities performed outside the commuting area of College Park
   » Adjacent Off-campus - 27.5% of MTDC - Project activities performed within the commuting area (50 miles) of College Park

For more help with budgets, including a checklist of key budget categories, see the Proposal Handbook.

Need Proposal Help? Contact the Following ORA Personnel:

Your Contract Administrator

Staff Directory

For assistance with electronic proposal systems, contact:
eRA team
oraaera@umd.edu
301.405.6263

FREQUENTLY ASKED QUESTIONS ABOUT GRANT APPLICATIONS
(Facts that will help you fill out proposal application forms)

When proposal applications request ......                                          Answer  is......     

Sponsors may also request very detailed tax, employer, and facilities & administrative cost rate information. Contact your ORA Contract Administrator for assistance.