Pre-Award Proposal Development

Preparing for Proposal Submission

GU proposal development is a collaborative effort between the Principal Investigator (faculty, staff, or student) and JORA Proposal Development Specialists. In order to receive full review, PIs should notify JORA at least 6 weeks in advance of the submission deadline. Click to see what Cluster you department falls under.

JORA Proposal Development Specialists help investigators prepare and route the required proposal documents for institutional review and approval in GU-PASS prior to the sponsor’s deadline. When notified of a submission by the PI, the JORA Proposal Development Specialist will:

Budget Development

The budget gives a clear picture of all expenditures involved to implement the activities described in the proposal. It is important that budget creation is done early in the proposal development process and is done in tandem with writing the proposal narrative. Reviewers often examine the budget to evaluate whether sufficient and appropriate personnel and other project materials to perform the work have been included.

You should present in the proposed budget your best estimate of the financial support necessary to carry out the project. Expenses can be divided into two categories:

There are a few other expense categories that are important when developing the overall budget:

Cost Sharing is another important consideration when creating your budget. Cost sharing occurs when an applicant contributes resources to a sponsored project beyond the amount funded by the sponsor. Examples of cost sharing can include faculty and staff effort, equipment, supplies, reductions/waivers of F&A or fringe benefit rates, space/conference fees, etc.

There are also three types of cost sharing:

For further guidance on how cost sharing is managed at the University, please refer to Main Campus Cost-Share Guidance for External Awards and OCFO Policy 132: Cost-Sharing on Sponsored Projects. CFR § 200.306 outlines the federal government’s policies on cost sharing.

Subaward or Consultant?

External entities may act as consultants/contractors or recipients of subawards. Subaward relationships are different from purchase orders, service agreements, or work-for-hire relationships. See 2 CFR 200.331 for more details on the differences between consultants/contractors and subawards.

Whether an outside entity is a consultant/contractor or a subaward affects the project budget for federal awards. For example, consultant fees provide full F&A while subawards provide full F&A to the prime institution (the one issuing the subaward) on the first $25,000 of direct expense only for the period of the award.

Proposal Internal Review

For a full internal review, proposal materials should be received at least 10 days prior to the sponsor deadline and approved in GU-PASS by the PI, their department chair, and the Joint Office of Research Administration (JORA). JORA Proposal Development Specialists work with the PI during the proposal development process and initiate the GU-PASS routing.

Components required for proposal review:

Upon receiving the proposal package in GU-PASS, the JORA Cluster Research Administrator reviews the application for compliance with sponsor and University policies.

Proposal Submission

After approval in GU-PASS, final proposal documents should be received by the JORA Proposal Development Specialist no less than 5 business days before the sponsor deadline. Receiving documents well in advance of the deadline is the best way to ensure on-time and error-free proposal submissions.

Upon receipt of the final documents, the Proposal Development Specialist will:

When the Cluster Research Administrator has been notified the application is ready for submission, they will review the application for completeness and submit the proposal on behalf of the University to the funding agency.

Subaward Process

Upon receipt of award, a JORA Pre-Award Grant Administrator will work with investigators to initiate a request to establish, modify or close out an award from GU to other institutions, such as subawards. GU-PASS is used to track the initiation and modification of subawards. Templates for required documents can be found in the subaward toolkit below.

Requirements for a subaward request:

The JORA Pre-Award Grant Administrator will help the Principal Investigator (PI) obtain the necessary documents from the subrecipient and will route the information in GU-PASS.

Subawardee Toolkit:

To get the subaward process started, please contact your JORA Pre-Award Grant Administrator or Cluster Research Administrator.

JIT Requests

Just-in-Time (JIT) requests refer to the application timeframe requiring applicants to send updated information to NIH only if an award is likely. This process decreases the administrative burden for 75-80% of the applicants that will not receive funding and provides NIH with the most current information “just-in-time” for award.

Applicants will be notified via email when Just-in-Time information is needed. This notification is not a Notice of Award nor should it be construed to be an indicator of possible funding.

A JIT request will include the following (as applicable):