FAQs - Frequently Asked Questions:
Preliminary Proposals (PPs)

Preliminary Proposal Info

FY10 RFPP (08.06.09 - 09.16.09)

FAQs

[ PDF, 157K ] (revised 08.06.09)

Leveraging Funds

Q: Your helpful hints encourage proposals to include leveraging of funds. Does leveraging for this grant have to be cash/hard money, or can it be soft/in-kind?

A: Leveraging CAN be soft / in-kind.

Q: In order to include leveraging on a Preliminary Proposal, do I have to have my leverage in hand before I submit?

A: You do not have to have your leverage in hand, but you do need to have a good idea that it will be available should you win the award.

Q: Are tuition or salary costs that are picked up by my department considered leverage?

A: Yes. These and any other costs that are borne by your department in support of this project should be included in your Preliminary Proposal as leverage. Remember to include the fringe and indirect costs associated with these figures.

Q. What about equipment purchased on other funds that will be used on this project?

A. New equipment that will be used in this project and that will be purchased from other sources (startup funds, for example) is also considered leverage and should be included. If the equipment will be shared with other projects, include the appropriate percentage in your leverage.

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Budgets

Q: Does the Preliminary Proposal require a formal budget form?

A: No. You only need to estimate your total budget for the Preliminary Proposal. If your PP is selected for a Formal Proposal, an itemized budget and budget justification will be required at that time. However, your budget estimate should fairly approximate your need, so we recommend sketching out a budget at this stage using the Budget Worksheet. This form will not be submitted with the PP, but it will be submitted with a Formal Proposal.

Q: What about indirect costs? Are these included in my total request for funds?

A: Yes, UTCM grants are subject to indirect costs of 45.5%; that is, your Preliminary Proposal budget request will consist of direct costs and indirect costs that will total the amount you request.

Q: What sorts of things need to be accounted for in my budget estimate?

A: Remember to account for standard fringe for faculty, staff and student salaries, which includes medical for faculty, staff and graduate students, but not undergraduates. Also remember to account for graduate student stipends that are customary for your department. Please contact us if you need more specific information on preparing your budget estimate.

Q: Can tuition for my graduate student be supported?

A: You should include in-state tuition (no fees) for a graduate student who is supported on the project, if your department usually covers it. Tuition is included as a separate line item (as opposed to increased salary support) and is not included in indirect cost calculations. A maximum of 9 hours (Fall and Spring) and 6 hours (Summer) may be included for a student fully supported on the project. You should pro-rate tuition for students not fully committed to the project.

Q: What budget items are not supported?

A: Foreign travel and capital equipment are not allowable. Non-capital equipment (e.g. computers, cameras, software, etc. under $5,000) is generally not allowable, but may be justified in very specific cases. That is, things like software and hardware that have a lifespan beyond the project and application to other projects would generally not be allowable; however, they can be justified if the project cannot be completed without them, and/or they have sole application to this project.

Other

Q: Do I need evidence of the originality of my project?

A: While a statement is not required in the Preliminary Proposal, it is expected that a sufficient review of the literature and current research, education and/or technology transfer on the topic (e.g., TRIS and RiP) will be completed prior to submission of the Preliminary Proposal to ensure the proposed project is original, complementary work that extends the body of research, education and/or technology transfer on the topic. Formal proposals will require a statement summarizing this review.

Q: When can I start my project? What length of time is allowable?

A: A project can start any time in Calendar Year 2010. Projects generally extend 6-18 months, as appropriate to the scope of work for the project. However, all FY10 projects must terminate by May 31, 2011.

Q: How firm is my end date? Can my project be extended or can I incur costs after the end date of the project?

A: You are expected to finish your project on time and on budget. Extensions are not routine and all costs must be incurred or encumbered by your project termination date. For this reason, it is important to accurately estimate due dates on all deliverables and to give a reasonable project period. Remember too, that a final project report is due six weeks after the project termination date, and that this deadline is also firm. Project dates should be planned accordingly.

Q: Is there help available to me in monitoring my budget so that I can manage spending?

A: Yes. While it is up to the PI to plan for the proper and timely expenditure of funds, esp. salaries, the UTCM Office and Research Foundation can assist you in planning and with real time financial statements at any time.