Grants and Sponsored Projects

Developing a proposal for a funding opportunity can be overwhelming and confusing, especially for new principal investigators, but we can help you navigate the process. We can help with sponsor terms and conditions, budget development, gathering of necessary documents, compliance requirements, submission of forms, etc. Proposal submission systems and the Authorization to Seek Off-Campus Funding (ePA-005) form is required for every external submission administered by the Office of Sponsored Programs. Below are resources that provide general university policies related to sponsored projects:

• Proposal submission systems such as Cayuse and NSF Research.gov
• OSP Cost Share Requirements
• OAA Cost Share Policy - The Office of Academic Affairs will allow voluntary cost share in only limited circumstances. Approval for the inclusion on voluntary cost share should be sent to OAAgrants@osu.edu three weeks prior to the proposal deadline. A budget and justification should be included with your request for approval.
• OSP F&A Definition and Rates
• OAA F&A Policy - The Office of Academic Affairs requires the use of the approved federally negotiated indirect cost rate on proposals when a sponsor allows. However, there are circumstances when the use of a lower rate may be necessary. In those circumstances, approval from the Office of Academic Affairs is required. 
• ePA-005 system

When you intend to submit a funding proposal, promptly notify our office of your intent to submit via our email, OAAgrants@osu.edu.  The following information is required in your e-mail:

Sponsor:
Principal Investigator:
Co-Principal Investigator:
Due date:
Link to sponsor RFP/opportunity or attach it to email:
Subawards (If yes, please list the name/names of sub-awardees):
Cost Share:
F&A/IDC rate:
Notes regarding submission (indicate any other information we should know)

Notification of your intent to submit a proposal should be sent to our office no later than three weeks before the sponsor deadline. This will allow us to ensure that the request is submitted to the Office of Sponsored Programs two weeks before the deadline, as per OSP requirements. We will provide a budget template, aid in budget development, and assist you with navigating the application process. An ePA-005 for the opportunity is required before proposal submission. Failure to follow these guidelines will result in a conditional ePA-005 approval, which could lead to denial/refusal of the award if the university is not able to accept the sponsor terms and conditions. 

We are here to help you develop your proposal budget. The templates below can be used to create the budget for your proposal submission. These templates are for a more extensive submission with subawards or participant support costs, a template that includes cost share, and a budget template that does not include subawards or participant support costs.

Please alert our office and your Sponsored Program Officer (SPO) if your proposal involves the purchase of equipment or special services, as there are additional requirements that we need to address at the proposal stage.

Templates

• Basic Budget
• Detailed Budget Template
• Detailed Budget Template with Cost Share

A salary escalation rate of 3% is recommended for all proposals. Fringe benefit rates are updated annually and are effective July 1, and a 6% tuition escalation rate is recommended for budgeting purposes.   

Pre-approval for the Graduate School’s Matching Tuition and Fee Award is required. Requesting this approval as soon as possible is important to ensure that funds are available for your submission. Additional information and the link to request approval are on the Graduate School website.     

The full indirect cost rate should be utilized for proposal submissions when a sponsor allows it. Indirect costs or Facilities and Administrative costs are costs associated with maintaining the infrastructure of the university that cannot be allocated to a specific grant or sponsored project. These costs include library support, operation and maintenance expenses, as well as administrative support. The rate changes every four years when the university submits a rate proposal to the Department of Health and Human Services.

When a subaward is included in a proposal submission, additional documentation is required when the proposal is submitted. A sub-awardee is required to supply Ohio State with a Letter of Intent or Commitment Form, a Statement of Work, a budget, and a budget justification, as well as any additional documentation required by the sponsor for the submission. The letter of intent can be obtained from the Office of Sponsored Programs.

If financial activity needs to begin before the grant is officially established in Workday, there are instances when a preliminary grant number may be able to be established. Please contact our office to work through the details and the options. If a preliminary grant number can be issued, the form OGC-005 will be required.

Sponsored projects can be subject to various terms and conditions. There are four cost principles to consider when making purchases on sponsored projects:

1. Is the cost reasonable? Is it necessary to complete the scope of work? Would a prudent person make this purchase?
2. Is the cost allocable? Are the goods and services required to complete the scope of work?
3. Is the cost consistently treated? Do we treat this cost consistently in like circumstances as a direct or indirect cost?
4. Is the cost allowable? Does the sponsor allow the cost and does federal regulations allow the cost?

Visit the National Science Foundation to review allowable costs and federal sponsor terms and conditions for various federal sponsors.

The Office of Sponsored Programs accepts sponsor funds on behalf of the university. Information regarding managing expenditures to ensure compliance with polices and regulations, can be found at on the Cost Sharing Requirements page.

Travel on Sponsored Projects has specific requirements. For further information, visit the procurement page for details on how to enter Spend Authorizations and Expenses Reports in Workday.

Complex purchases, such as the purchase of equipment, require additional planning. The Office of Sponsored Programs Grant Shared Services Center needs to be involved early in the process. Please contact us, and we will work with you and the Service Center to schedule a time to discuss.

Schedule OSP Procurement Planning Consultation

Find more information about purchases on grants and sponsored programs.   

When business meals are approved in a grant proposal, documentation is required.

For any consultants working on an approved project, please use the Consultant Agreement.

Consultants should use this Invoice Template.        

When human subjects have been approved as part of a proposal, and if these subjects need to be compensated, there is an opportunity for the researcher to obtain a petty cash fund. If approved, an approval form is required.  

For additional purchasing information, such as establishing a new vendor, visit our purchasing page.

When an award is received, the Office of Sponsored Programs will create a grant number specifically for the sub-awardee. Once you receive the grant number, please notify your unit's designated supplier contract initiator so they can create a new supplier contract in Workday. The letter of intent, the scope of work, and the sub-awardee budget are required as attachments to the supplier contract initiation in Workday.

Amendments to the supplier contract, such as additional time or funds, will be submitted by the supplier contract initiator in Workday. If other funds are being provided, an updated budget should be included as an attachment to the contract amendment in Workday.

Principal Investigators (PI) are responsible for reviewing and approving subaward invoices. The invoice approval will flow to the PI in Workday. Please review the invoices carefully and notify our office and the Office of Sponsored Programs if you are experiencing issues with a subawardee.

Sponsored projects have unique compliance requirements. We can connect you with the offices and staff that can aid you in navigating these requirements. Further information about research compliance information, including Human Subjects, Export Controls, and International Collaborations is available.  

Please note that faculty and staff are required to complete an annual conflict of interest disclosure. If a conflict of interest arises after your submission, you are required to update your disclosure.  

Principal Investigators (PI) are responsible for reviewing and approving subaward invoices. The invoice approval will flow to the PI in Workday. Please review the invoices carefully and notify our office and the Office of Sponsored Programs if you are experiencing issues with a subawardee.