FAQs - Frequently Asked Questions:
Formal Proposals
[ PDF, 37K
] (revised 6/19/08)
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: What documentation is required to include leveraging on a Formal Proposal?
A: It depends on the type of leveraging. If you are leveraging state, local, or federal agency funds, some type of written documentation is required for UTCM files. Departmental leveraging (typically startup funds or academic salaries) requires consent on the budget by the department head/director of the unit(s) providing the leverage.
Q: Are tuition or indirect 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 Formal Proposal as leverage and documented as stated above.
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: How should I format the budget?
A: Proposals should include a project budget in the required format. (See the Formal Proposal Budget Form on the Forms page in the box, top right.) Budgets include leveraging (see columns on the right hand side of the budget form). If your project will span multiple fiscal years, you will need a cumulative budget and budgets for each fiscal year.
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 Formal Proposal budget will consist of direct costs and indirect costs that will total the amount you request.
Q: I need help completing the budget form. Whom do I contact?
A: Contact the designated representative for your unit in the TTI Research and Development Office (see the TTI RDO Division Representative Directory). If your unit is not listed in the directory, your representative is Susan Adams. RDO staff will help you complete your budget form, including accurate calculation of salaries, fringe, indirect costs, etc. If you need help determining what budget items are appropriate to include for your objectives or what overall budget figure to set, contact the UTCM office.
Q: What amount can I pay a graduate student? Can I pay tuition on this project?
A: Use the actual or typical stipend for the student's home department. The budget form shows the rate for Civil Engineering, but other departments may vary. UTCM projects can support tuition as a separate line item (in Section C) so that it is not subject to indirect costs. In-state tuition (no fees) is supportable at a maximum rate of 9 hrs (Fall and Spring) and 6 hrs (Summer), and should be pro-rated for a student who is not fully supported on your UTCM project. Your TTI RDO representative can assist you with these decisions.
Q: What budget items are not supported?
A: Foreign travel and capital equipment are not allowable. Non-capital equipment (e.g. computers, cameras, etc. under $5,000) is generally not allowable, but may be justified in very specific cases.
Q: What needs to be justified in the budget justification narrative?
A: Items in Section C (Other Direct Costs) of the budget form are the only items that need to be addressed in the budget justification (justification of personnel is addressed elsewhere). A simple explanation of the need for funds in each category is all that is necessary. For example, if you list travel funds, please explain who will be traveling where and for what purpose. It is especially important to fully justify write-in items in this section. You do not need to justify phone/fax and reproduction costs.
Q: Must I include salary support for everyone involved with the project?
A: Yes. Anyone working on the project must be listed in Section 4 as a participant and their involvement must be explained in the project plan Section 9. Everyone named in Section 4 must show a percentage of time and corresponding salary in the budget. This time can appear either as direct salary support from the UTCM project, or as a leverage from their home department.
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Miscellaneous Questions
Q: What is the difference between a technology transfer project and an education project?
A: The difference between the two can be confusing! According to the UTC guidelines, education projects refer to classes or academic programs developed for college students only. Continuing education workshops, conferences or seminars for practicing professionals are considered technology transfer activities. Outreach for K-12 is also considered technology transfer.
Q: My project is primarily technology transfer and/or education – how will I involve students?
A: While technology transfer and education projects may involve students, the only projects that require meaningful student involvement as a part of the project are research projects.
Q: What is meant by “meaningful student involvement”?
A: “Meaningful student involvement” means project activities by a student that contribute meaningfully to their educational experience, ideally in research that can be applied to a graduate thesis or dissertation topic or undergraduate research experience and that enhances a student’s research ability.
Q: My project is primarily an education or a tech transfer project. How do I complete Sections 10 - 12 of the Formal Proposal?
A: You don’t have to complete Sections 10 and 11 for projects that are primarily education and/or tech transfer projects. If your project is primarily a research project, however, you are required to detail the education and tech transfer activities planned for your project. Complete Section 12, the Project Monitor form, if your project has a research component (as designated in Section 5).
Q: I have been invited to submit a Formal Proposal. Does that mean that my project will be selected for funding?
A: Being invited to submit a Formal Proposal after the evaluations of the Preliminary Proposals received does not guarantee that your project will be selected for funding. It is likely, however, barring unforeseen circumstances, that you will be selected provided that you 1) follow the required format and submission deadline, 2) follow any specific instructions given to you by the UTCM and 3) otherwise structure the project like your Preliminary Proposal.
Q: When will I receive word whether my Formal Proposal has been funded?
A: UTCM Awards will be announced before the Christmas Break. PIs will be notified by e-mail.
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