Overview of local application procedures:

1. The Office of Sponsored Projects is to be notified by email of grant and contract proposals submitted in the name of Tarleton State University with any State, Federal or private organization.

2. Discuss proposal with supervisor, or chair. Inform your dean about your application. A copy of your transmittal sheet may serve as your notification.

3. Discuss a preliminary version of the budget with Deanna Powell, Accounts/Contracts Administrator (9431).

4. Many research activities require commitments from the university, including building space, time off for researchers, matching funds and the like. At this point, your chair/supervisor may want to discuss certain issues of the application such as matching funds, release time and fringe benefits, or indirect costs.

5. Identify what responsibilities the university will incur if a grant is awarded.

6. Download a transmittal sheet from www.Tarleton.edu/~grants.

7. Submit all grant and contract proposals with a transmittal sheet attached to the Office of Sponsored Projects (Admin 136) at LEAST FIVE WORKING DAYS prior to the required submission date. (Three of these days are required by business Services) It will be logged in and tracked by the Office of Sponsored Projects.

8. The grant/contract will be reviewed for content and will be submitted to Deanna Powell for review for the following items:

A. Obligations of Tarleton State University

I. Cash match - identification/approval of funding sources. this will require written approval from appropriate vice president prior to submission.

II. In-kind-match-identification/approval of matching requirements and sources. This will require written approval from appropriate vice president prior to submission.

B. Salaries/Wages/Staff Benefits - Detail sufficient to support calculations.

C. Indirect Cost - Waived or reduced indirect cost will require a written justification and approval by the Vice President for Finance and Administration prior to submission.

9. If needed, the proposal will be returned to the person that submitted the proposal with items marked for correction or clarification.

10. When the application is in final form, the office of Sponsored Projects will track the proposal through the approval process of obtaining required signatures. Signatures on this sheet indicate that officials of the university have scrutinized your application, particularly the budget, required forms, and assurances.

11. Unless other arrangements have been made, mailing the proposal is the responsibility of the principal investigator.

12. Upon notification of an award or acceptance of grant or contract, a copy of the final agreement must be provided to both the Office of Sponsored Projects and Business Services.

13. A request for a new account number, if needed, must be submitted to Deanna Powell in Business Services by the investigator.

14. Copies of any further changes, correspondence or information concerning the grant or contract are to be sent to Business Services.

15. All financial reports/request for reimbursements will be submitted to Business Services for review a minimum of three days prior to submission.

Notes

Many forms are now available via a service provided through TRAM. By downloading forms (including budgets) you will be able to work with them ON SCREEN.

PUF (Permanent University Funds) money committed for equipment purchases described in the application must be approved in advance.

If you need information regarding FICE codes, indirect cost rates, institutional identification numbers, area and/or student demographics, or other information, please call the Office of Sponsored Projects (9463) or email your queries. Many of these questions are answered in the FAQ section of the OSP home page.

For general advice on developing a proposal, please link to the Proposal Narrative Section on the Writing Grants Main Page.

Download a transmittal sheet.

Return to Office of Sponsored Projects Main Page