Common Elements of a Proposal
Face Page or Cover Page:
The cover page captures items such as:
- Principal Investigator's name, address, phone number
- Title of proposal
- Sponsor name and address
- Period of performance with start and end dates
- Amount requested
- Institutional information
- Signature of Institution's Authorizing Official
The abstract outlines the proposed research, including objectives, methodology, and significance of the research.
Statement of Work or Research Plan
One of the most critical elements of a proposal or subagreement is the Statement of Work. At a minimum, it should provide a full and detailed explanation of the proposed activity, typically including project goals and Investigator responsibilities.
Budget and Budget Justification
The budget includes a reasonable estimate of the financial support required to conduct the project, including justification of budget expenses.
Typical budget categories include:
- Direct Costs
For University professional and research staff, graduate and undergraduate students, and casual or part-time workers, salary figures should be based on the percentage of effort by each individual on the project applied to his/her annual salary.
The fringe rate is expressed as a percentage of salary. The rate may vary depending on personnel classification.
Under UofL financial policy, an item is considered capital equipment when it has a unit cost of $5,000 or more, and has a useful life of at least two years and is typically excluded from F&A.
- Materials and Supplies
Itemize supplies in separate categories, such as glassware, chemicals, radioisotopes, etc. If animals are to be purchased, state the species and the number to be used. (Typically excluded items are: office supplies,all computers, IT, and phones.)
Domestic and foreign travel should be shown separately. List the name, destination, and purpose of trip. Include transportation costs (coach airfare), registration fees, accommodation fees, and other related expenses. For any federally funded travel see the: Fly America Act Travel Policy.
- Publication Costs
Estimate the number of pages, page charges, and names of journals if possible.
List each consultant, their specialty or service to the project, and their daily, weekly or monthly rate of reimbursement, and show the consultant's total projected cost on the project. Include in the proposal a letter of collaboration and the consultant's curriculum vitae or biographical sketch. (This is typically non-university employees)
A subrecipient should be identified at proposal stage. Include in the main proposal the subrecipient's authorized proposal, letter of intent, statement of work, and budget with justification.
Other costs typically include items such as research publications, fees, animal per diem costs, or other project related costs and tuition when requested fro sponsor.
F&A rates are negotiated with UofL's cognizant federal agency, the Department of Health and Human Services.
Use current negotiated rates in proposals for the type of project being proposed (organized research, other sponsored activity, sponsored training). If a sponsor has policies regarding F&A rates, budget rates should reflect those policies and a copy of the policy should be included with the proposal.
- Cost Sharing
Cost sharing is any cost to the project not borne by the sponsor.
Cost Sharing Policy
Additional information may consist of the following:
- Current and pending support. Sponsor may require a listing of the PI and Key Personnel on current awards and pending proposals.
- Letters of support from non-university investigators may also be required.
CV or Biographical Sketch
The CV or Biographical Sketch is required for all key project personnel.
Other support is a compilation of the current funding and time commitments for the Principal Investigator and any other key project personnel.
A list of all references needs to be cited in the proposal.