Proposal Process

When you identify a proposal opportunity (RFP) for which you’d like to apply, please send the RFP information (attached files and/or links) to the Pre-award Grants and Contracts (G&C) Specialist, Liz Kogan or Amelia Bridges.

Please complete the online OERS Proposal Submission Form

Deadline Schedule

Proposal Deadline Guidance Get Adobe Reader

Grant Submission Policy

  PI/CO-PI Deadlines OERS and OSP Deadlines
  1-12 Months 3 Weeks
(15 business days)
7 Business Days 4 Business Days 2-0 Business Days
Action Required Notify OERS of any potential grant interest and/or particular RFP as soon as you find it. For a complete OERS review1 please submit a request using the Proposal Submission Form at least three weeks in advance of the proposal deadline. Final version of the budget and all RFP-specific proposal materials are due to OERS seven full business days proir to the day of the proposal deadline. OERS must submit proposals to OSP at least four business days in advance of the proposal deadline. The four days include the proposal deadline day. Proposals will receive authorization from OSP and be submitted to the sponsor.
Clarifying Notes Large Center grants or institutional training grants must be submitted a minimum of one month before the proposal deadline. If your proposal contains sub-awards, complex/unique requirements, or special permissions requests such as IDC complications or cost share, you must submit a Proposal Submission Form by this deadline. Depending on time constraints, proposals submitted at this time may not receive a complete review but only a limited review that includes full review of budgetary compliance and confirmation of documents required for submission. OERS will serve as liaison between OSP and PI. PI must be accessible via email or phone to OERS in case problems or questions arise during this timeframe.  
Approvals PI Approvals and conflict of Interest (COI) compliance for large center grants must be done within one month of deadline PIs/Co-PIs must notify their Department Chair of intent to submit and receive approval for course buyout, cost share, or space usage.      

Complete OERS review includes budget and budget justification preparation, coordinator document conversion, edit of document formatting for RFP requirements, subcontract coordination of materials needed, coordinating signatures needed, editing documents for RFP content fit as time allows. 

 

Example: The RFP specifies a deadline of the 23rd of the month. The calendar below demonstrates the resulting deadlines for PIs:

calendar screen grab showing RFP deadlines

Submitting a Proposal

The G&C Specialist is responsible for uploading the proposal files to the sponsor-specific submission portal (e.g., Grants.gov/Cayuse, Fastlane, DoD, Hogg, etc.) and filling out the online application materials, if applicable.  We will coordinate with you if this requires setting up a username and password for these submission portals. We will also communicate with you about any additional information we may need from you in order to fill out online application materials.   

After all proposal documents have been collected and the relevant materials have been finalized, the G&C Specialist will submit the proposal to OSP for review and approval via UT’s Research Management System (RMS). We will coordinate with OSP about any changes that they require, and if additional information is needed, we will communicate with you about those items. As the deadline for your grant submission approaches, please be available via email or phone in case any other questions arise. 

After OSP approves the proposal, the G&C Specialist will submit the proposal to the sponsor on the PI’s behalf via the sponsor-specific submission portal or email/mail, if applicable. Upon submission, we will notify you via email and follow up periodically on the status of the proposal.

Note:  We have specific instruction documents for NIH, NSF, and IES proposals that outline sponsor requirements.

Proposal Narrative (Statement/Scope of Work/SOW)

Please send the OERS a draft of the proposal narrative describing the research to be accomplished as part of the project. We will edit the document for compliance with mandatory RFP requirements (e.g., sections needed in the proposal narrative, page length, font size, etc.).

Budget and Budget Justification

For most budgets, the G&C Specialist will ask to meet with faculty in person to collaborate on budget preparation. To help the G&C Specialist create a budget draft, you will need to provide the following information.

  1. List of UT Personnel who will work on the project (professors/researchers/GRAs/etc.) and the number of months/percent effort per employee. 
  2. Materials and Supplies should be itemized with estimated or exact prices, including software and software licenses. 
  3. Special Equipment which is defined as any one item that is $5K or more with a useful life of one year or more.
  4. Consultants you expect to hire for the project (named or TBD) and the rate at which you will hire them (i.e., number of hours and rate of pay).  See Subcontractors & Consultants.
  5. Subcontractors you will use, including a separate budget for each subcontractor, if applicable. See Subcontractors & Consultants.
  6. Participant Incentive Costs for Human Subjects including the number of subjects and payment amount). 
  7. Travel Expenses for each trip, including: a. Individual(s) traveling, b. Travel destination, c. Number of travel days, d. Transportation costs (rental car, plane, train, etc.), and e.  Estimated conference fees, if applicable.
  8. Other Costs not addressed in the above categories.

The G&C Specialist can help you think through any of the above points and provide templates and examples. After the budget is finalized, the G&C Specialist will help you draft a budget justification. 

Budget Templates

Budget Template Get Excel Viewer

Budget Justification Template Get Word Viewer

Cost Sharing Recap Get Adobe Reader

Subcontractors & Consultants

Subcontractors:

If you are collaborating with a Co-PI at another institution and they are subcontracting to us, we will need the following:

  1. A letter of commitment signed by an authorized signer (normally someone at their Office of Sponsored Projects).
  2. An itemized budget including their institution’s indirect cost rate and rate agreement.
  3. A budget justification.
  4. A statement of work for their portion of the work to be performed.

Consultants:

For consultants, we will need the following:

  1. A letter of support that includes their fee agreement (i.e., number of hours and rate of pay). If the consultant is providing their services at no cost to the project, a statement to that effect must be included in their support letter.
  2. A biosketch for “named” consultants (required by most sponsors, but not all). The G&C Specialist can provide sample biosketches. 

Human (IRB) or Animal (IACUC) Subjects

If your project includes human subjects or animal participants, please review the sponsor’s requirements.  Most sponsors do not require IRB or IACUC approval at the submission stage, but occasionally some do.  Even if a sponsor does not require IRB approval up front, they may require information about participant consent/protection within the proposal.

Regardless, please let us know if your project will involve human subjects or animals so that we can note that information in the OSP system. Please be aware that the IRB application MUST be completed and approved before an award can be made at UT Austin.

Additional Documents

Occasionally the sponsor requires additional forms and documents, such as specific budget forms, current/pending support, and biosketches.  Please send us the required biosketches/CVs for your research team in the format specified by the sponsor. We will coordinate with you to fill out additional budget forms, current/pending support descriptions, other required forms, and any additional financial or proposal-specific information.