Pre-Award Functions and Proposal Basics

The ORSP is responsible for submitting grants or sponsored projects on behalf of the institution.  This office also procures internal approval for such submissions.  Additionally, staff in the office, as well as the Office of Business Affairs (OBA), are available to assist with budget development and to provide guidance on allowable costs.  Finally, the ORSP staff offer assistance with seeking appropriate grants and sponsored projects and grants-personship.

Make an appointment today and see what we can offer you!

Ms Sherri Miller
(304) 647-6216
Grants Administrator, ORSP
Quad A310A

Ms Suzanne Adkins
(304) 647-6315
Grants Financial Officer, OBA
Quad A238

Forms

  • ORSP-1 Research Project Initiation Request     
    • Use this form for initiating new research projects
    • This form is not required for programmatic projects, quality improvement/assurance projects or case reports
    • Typically, this form has already been completed prior to the grant preparation, e.g. for pilot data collection.  If this is the case, there is no need to submit an additional/duplicate version.
    • If the grant proposal involves a new species or additional procedures to a previously approved research project, an email to the ORSP describing this, along with submission of the ORSP-5, below, is sufficient.
  • ORSP-5 Internal Approval Form for Grant/Sponsored Project 
    • This form is an internal routing form for Sponsored awards (Grants or other)
    • Use this form for any grant applications or program applications for funding or tangible items
    • Use this form for subawards.  Subawards/collaborative grants should be submitted to WVSOM in conjunction with the primary institution's submission.  This is to ensure that WVSOM can commit to the subaward agreement when the other Institution's grant is submitted.

Proposal Routing Summary of Procedures

The Office of Research and Sponsored Programs (ORSP) must review all research proposals and grant applications prior to submission.  Procedures for submission, timelines to ensure adequate review is completed, and both ORSP and PI responsibilities are available here:

Submission of Proposal for Extramural Support procedures

Submit the following to the ORSP at least 5 days prior to the proposal submission deadline:

  1. If research, the Research Project Initiation Request (ORSP-1) should be completed and available already.  If not already available, please provide with the ORSP-5
  2. The (Sponsored Award) Internal Approval Form (ORSP-5) already signed by yourself and your immediate supervisor.  The ORSP will secure additional required signatures on the ORSP-5 form
  3. The proposed budget and budget narrative
  4. The Request for Proposals, (RFP), Request for Application (RFA), Funding Opportunity Announcement (FOA), or other sponsored program document describing the required information for the proposal
  5. The ORSP will review the budget and descriptions provided on the ORSP-5 internal form to ensure WVSOM is able to commit to the terms in the RFP, RFA, FOA, or other announcement.
  6. The ORSP will also review the budget and descriptions for allowable/unallowable costs according to the applicable regulations.
  7. The ORSP will schedule a meeting to discuss the budget and any additional steps that may be required.
  8. The PI/PD will provide the complete grant narrative and all forms/documents of the proposal to the ORSP at least 2 business days prior to the submission deadline.
  9. After reviewing and assessing the proposed grant and/or research project, including whether WVSOM can meet the resources needed to carry out the project, ORSP will either ask additional questions or approve the project so the Principal Investigator (PI) can proceed.
  10. Once the proposal documents are completed to the PI/PD's and the ORSP's satisfaction, the ORSP will submit the proposal on behalf of WVSOM (unless otherwise discussed).

As described in the above procedures for Extramural Support, the ORSP requires a minimum of 5 business days to review and approve a project before a grant application can be submitted to the appropriate external funding organization. 

Proposal Basics

Cost Sharing

  • Some agencies require that a percentage of research costs be shared.
  • Cost sharing represents a financial commitment to a project. Whenever the full cost of a project is not recovered by direct costs or F&A costs, WVSOM is sharing the costs, also known as cost sharing.
  • Cost sharing should not be included in a proposal unless it is mandatory by statute, regulation or written policy. No cost sharing, waiver, or modification can be accepted without the approval of the supervisor/chair, dean, and the president.  Cost sharing should not be included in budget documents or the proposal narrative without prior approval.
  • Cost sharing may be outright, in-kind, or matching. Outright cost sharing is a cash contribution. In-kind contributions may include WVSOM or third-party contributions of effort, services, or goods.
  • All expenditures must be verifiable; may not be used as cost sharing for any other sponsored program; must be necessary and reasonable to accomplish the project; must be allowable under the WVSOM cost principles and policies; must be incurred during the dates of the award, and must not paid by the federal government under another sponsored project.

Direct and Indirect Costs

Direct costs are those costs incurred that are directly attributable to the project. These are the costs you typically put in your budget and budget narrative. See "key items" below for more information.

Indirect costs (also known as F&A)

  • Facilities and Administrative (F&A) costs include institutional expenses for general operations such as administrative expenses and building use and maintenance. These costs are computed as a percentage of direct costs set by the federal government calculation of F&A cost rates. F&A cost rates may vary according to the type or location of the project.
  • Contact Ms Miller for more information as you are drafting your grant/sponsored project budget.

Key items to include in your budget (Direct Costs)

  • Laboratory Supplies
  • Animal and animal care costs
  • Travel costs
  • Salary costs for PI, Techs, staff, etc. (Including Fringe)
  • Allocation Costs
  • Subawards Cost share or Match – a portion of the project or program costs not paid for by the federal gov’t
  • Scholarship, Honorarium, or Stipends (allowable with a training component)
  • Capital expenditures for special purpose equipment are allowable as direct costs, provided that items with a unit cost of $5,000 or more have prior written approval of the awarding agency or pass-through entity
  • *Prior approval items

Unallowable costs

Unallowable costs are generally not allowable in a federally sponsored grant.  Be aware of these, as the pre-award review will look for these.  Sometimes, unallowable costs are permitted if prior approval is provided.

  • Goods and services for personal use
  • Individual memberships or subscriptions
  • Fines or penalties
  • Gift Cards
  • Alcohol

Prior approval

Prior approval is when the awarding agency approves the detailed budget and budget narrative as described.  It is imperative that all items listed in the budget be clearly defined in the budget justification or narrative when submitted.

 

Prior approval is also required after an award is made if there are planned changes to the budget or scope of work.  Prior to implementing such things, the sponsoring agency MUST be consulted and approve the changes.  Typical key changes in budget that need to be submitted include (but are not limited to):

  • Changes of key personnel
  • Changes in the scope or objective of the project
  • Disengagement from the project for more than 3 months or a 25% reduction in time devoted to the project
  • Change in cost sharing or matching
  • Transfer of participant support cost
  • No cost extensions
  • Carrying forward of funds

The WVSOM Grants Administrator will help the PI navigate this process.  All prior approval or change requests are submitted by the ORSP, unless otherwise discussed and agreed to.

The Uniform Guidance

All federal grants financial rules are regulated by the "Uniform Guidance", 2 CFR 200.  This Guidance is actually a requirement, despite its name.  Both the Grants Administrator in the ORSP and Grants Financial Officer in the OBA may provide assistance in interpreting and understanding these regulations.