For concept papers or sponsors that do not have specified formats, the proposal might contain the following (which you can use as a Word document template):
The Office of Research and Sponsored Programs will assist in preparation of the letter from information provided by the agency.
If a standard form is not required, the title page might include:
The abstract is a condensed version of the proposal, usually about 250 words. It should state concisely the significance of the project, what will be accomplished, how it will be accomplished, and the proposed period of performance. The abstract is vital for many reasons and must be written so that individuals not familiar with the topic can understand and evaluate the idea. Write this last.
Answer basic questions about the project: What problem/need is addressed? What other research has been done on the topic and what were those results? What is your plan (goals, objectives, methods, activities, evaluation, dissemination)? Why is this work important? What impact will the project have on the problem or need? Is there any preliminary data or work? What is the proposed project timeline? Can the project be completed in that time? What makes the applicant (you or your program or MSU) uniquely qualified to carry out this project successfully?
At most funding agencies, this section is reviewed thoroughly by one or more experts in the field. It is perfectly acceptable to ask a program officer to describe your "audience" (the reviewers who will evaluate your proposal). Write for that audience.
Objectives should match the needs statement and the proposal should describe how each objective will be accomplished, assessed, and disseminated (e.g., conferences, journal articles, newsletters, web sites, travel to meetings, or exhibition of creative works). In a highly competitive funding environment, a clear and compelling description of the sustainability of the project activities or the extent of the project impact beyond the funding period, or what the "next steps" might be in a research agenda, may be a strong factor in the success of the proposal.
Identify staff members, describe their project duties, and emphasize their experience as it is related to the project. Include current curriculum vitae (résumé) for all professional staff and consultants. Some sponsors provide explicit format and content instructions.
Describe equipment items or resources currently at the University that will be available for the project. Demonstrate that the physical facilities, resources, and equipment available at MSU make this an excellent location for the project.
Many sponsors require a listing of the project staff's current and pending commitments to other funded projects.
Developing the budget requires a thorough knowledge of the project. Since a proposal budget may become an award budget, careful "front end" preparation is important. It is the responsibility of the PI/PD to accurately formulate the budget. Many sponsors provide standard budget forms. The Office of Research and certain academic departments can assist in interpreting guidelines and completing budget forms.
Note: The total costs of the project are equal to the direct costs plus indirect costs.
Expenses that will be incurred solely for work on the proposed project. Provide justification as appropriate to establish the benefit to the project of the proposed spending. Typical line items (and the corresponding MSU object codes) include:
Salaries & Wages – List the amount of time to be spent by each MSU employee who will work on the project and the rate of pay. For a daily rate of pay for IFO faculty, divide the base salary for the budget year in question by 168 annual duty days. MnSCU policy sets the maximum annual number of days for which University faculty can be paid at 224. Summer salary may also be based on credit hours, using the standard rate of 2.25% of base contract per credit hour (consult department chair or dean). For academic year reassigned time, use 1/24 * base contract salary per credit hour (about 4%) plus benefits to determine the value of reassigned time.
Benefits – These costs must be paid as stipulated in MSU contracts and include insurance, employer retirement contributions, worker's compensation, unemployment tax, and federal social security (FICA –applies to all MSU personnel except enrolled students). A minimum rate of 28% may be used in specific circumstances. Consult the Office of Research and Sponsored Programs. For general purposes, calculate as follows:
| Recommended | Full Year | Academic Year | Summer |
| Faculty (IFO/MSUAASF) | 30% | 16% | |
| Clerical | 36% |
Graduate assistantships must budget for salary and tuition waiver for Fall and/or Spring semesters (up to 9 credits per semester). NOTE: Assistantships not specified as Research or Teaching are taxable income. Budget 7.65% for FICA on administrative assistantships.
Travel – Itemize each trip and include transportation costs, number of travel days, registration fees, and per diem. Any travel outside the U.S. and its territories should be listed separately as international travel; it almost always requires specific authorization from the sponsor. All travel is subject to University regulations, as well as sponsor regulations.
Capital equipment – Capital equipment is any non-expendable tangible personal movable property with a life expectancy of more than one year, costing $1500 or more. Shipping, taxes, insurance, and installation charges are included under this category.
Student support/participant support costs, tuition and fees – as appropriate. Student pay rates change from year-to-year. Contact the Business Affairs Office for advice on appropriate rates. Student help and work study are calculated by the hour. Graduate assistantships are based on hours per week stated in the contract. During the academic year, graduate assistantships must also budget for 6-9 credits of tuition waiver.
Subcontracts – The proposed subcontractor's statement of intent to participate in the project if funded should include a statement of work, timeline, and proposed budget. Subcontracts are used to pay for services to all funded projects in which MSU is prime contractor or fiscal agent. This includes consultants – project personnel who provide professional services for a fixed period of time and are not University employees. Consultants are paid as independent contractors. This line may include fees and travel expenses. The use and payment of consultants is often restricted by the funding agency.
When external funds pay for these items, the PI/PD will be responsible for ensuring that they are charged to the grant/contract cost center (including consistent use of the project's assigned copy codes and long distance phone codes). If these costs are part of institutional contribution, it is the responsibility of the PI/PD and the department to document and report the contribution.
Indirect costs, also referred to as overhead or facilities and administrative costs, include all activities essential to support sponsored projects provided by the University that cannot be broken down and directly charged to a specific grant or contract (e.g., lab and office space; building maintenance; library resources; administrative services such as purchasing, accounting, and personnel).
Indirect costs must be acknowledged, and recovered whenever possible (for current rates and for information about the importance to you and to the university of consistently recovering these costs, see http://www.mnsu.edu/research/budgeting/idc.html). The federally negotiated rate is determined through a detailed cost accounting procedure and approved by the Department of Health and Human Services. The minimum requirement is determined by Finance and Administration.
In some instances, the agency may require that the University "cost share", or contribute to the costs of a sponsored project. Any promise of cost sharing, whether as a budget line item or simply implied in the narrative, is auditable. This means that any statement of university contribution, whether "hard" or "soft" match, will require post-award documentation for fiscal reporting and audit purposes. The project director should be informed about the means available to document the promised contributions. This documentation is the responsibility of the PI/PD, working with the Grants Accountant.
Hard Match is an amount of money committed to the project that would come out of a specific account, such as, equipment, travel, and endowment, etc. The account number must be designated and have the department chair's signature.
Soft Match is the value of resources contributed to the project (existing staff time, space in a newsletter, off-the-shelf supplies) that are an in-kind contribution from the department or college, or a partner organization.
Note 1: The appropriate chair, dean, or supervisor must authorize commitment of MSU employees' time to a project. The individual's time, as well associated benefits and indirect costs, may be included in calculating this contribution.
Note 2: Use of space, computers, etc., cannot be claimed as in-kind or "soft match" on proposals for which the agency will pay MSU's full indirect cost (Facilities & Administration) rate OR for which the agency disallows indirect costs and the budget lists the standard rate as institutional contribution. (Why? Because F&A rates include those things!) When neither of these conditions apply, space can be used as match using the university's standard Facility Use Fees, available from the Conference Scheduling staff at 389-2223.
Matching funds for equipment or supplies must be discussed in detail with your chair and/or dean. The source of contributed funds (including amount, fund, and cost center) must be explicitly indicated, with signature, on the CAEFP before the proposal is routed through the University approval process.
Reminder: Post-award documentation of cost share is the responsibility of the PI/PD and department. The Grants & Contracts Accountant can only assist you to the extent that cost share is documented by fund transfers. Plan ahead to document other contributions such as use of departmental funds for non-personnel cost share (e.g., telephone, copying, and postage charges). Auditors and sometimes program officers will expect to see receipts, logs, or other documentation).
The MnSCU Board of Trustees is legally responsible for the performance and proper administration of any award to the University. Therefore, internal approvals and authorizations are required for all proposed projects for which the University is a fiscal agent.
All principal investigators or project directors (PI/PD) must complete and sign the Campus Approval for Externally Funded Projects(201KB PDF) form, which incorporates the Financial Conflict of Interest form. This is true for all grant applications and contracts for research or services to be provided by MSU personnel using university resources of any kind. The PI/PD signature represents acceptance of responsibility to conduct the project responsibly, follow university budget administration policies and procedures, and complete all reporting in a timely manner. Research and Sponsored Programs reviews and signs the form, which is routed for signature to the following:
Proposals that require or commit University match, in-kind contributions, reassigned time, or other reallocation of existing resources must be discussed and approved prior to sending the grant through the formal approval process.
Project leaders are strongly encouraged to meet with the Research Office at least two weeks prior to deadlines to ensure time for the administrative approval of such commitments.
Best practice: Secure signatures and cost centers on page 1 of the CAEFP form (or secure a specific commitment by e-mail) for all cash match prior to beginning the process of routing the form.
In addition, when a project involves special considerations, the following signatures are required:
These signatures permit the offices involved to review the institutional commitment of resources, and also ensure that proposal authors benefit from the input and guidance available from these offices.
Only the president and vice presidents can commit the institution to receive and administer external funds.
Application forms typically request an "authorizing signature" of some kind.
If your MSU position title does not include the word "president" ... don't sign there.
