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Pre-Award
New OSP Proposal Procedures Document
The Office of Sponsored Programs, Pre-Award Sub-Department has developed an updated OSP Proposal Procedures document. The intent of this updated procedural document is to provide clear guidelines as they relate to the proposal submission process at WVU.
We would like to remind the WVU campus community of the requirement to receive proposals in OSP Pre-Award at least five business days prior to the sponsor's submission deadline. The Pre-Award sub-department has experienced an overall increase in the number of proposals received with less than five business days for review prior to the submission deadline. When a proposal is received by OSP with less than five business days available for review, we cannot guarantee a full review or an on-time submission. Timely receipt of proposals allows the Pre-Award reviewer to engage in a full, comprehensive review of the submission. Please refer to the new OSP Proposal Procedures document for complete details on proposal procedures, including criteria for a full review and on-time submission.
*Please note that you may continue to work on draft technical/narrative proposal attachments up until 24 hours prior to the submission deadline.*
I need to…
- Submit a proposal
- F&A and Fringe Benefit Rates
- Determine the difference between a Sub-Award and a Vendor for my proposal assistance
- Locate Funding
- Locate WVU Shared Research Facilities Price Listing
Proposal Preparation
The Office of Sponsored Programs, in concert with Principal Investigators and the West Virginia University Research Corporation, is responsible for submitting proposals to funding agencies requesting support for research and other scholarly projects.
Budget Information
The proposal budget should be prepared as soon as the costs of achieving the proposed project goals can be accurately calculated. Budget development is often difficult because of the various components, policies, rates, and other factors that need to be taken into consideration.
Facilities and Administration and Fringe Benefit Rates
Facilities and Administrative (F&A) costs (also known as “indirect costs" or “overhead costs”) are those University costs necessary for the performance of a project or activity which cannot be readily allocated to an individual project or activity.
Proposal Summary Sheet
Proposals should be submitted in complete and final form through WVU+kc at least five working days prior to an agency deadline. Routing is now automatically determined by the lead unit.
OMB Uniform Guidance
The Uniform Guidance (UG) simplifies and supersedes guidance that was previously contained in eight different OMB Circulars, including A-110, A-21, and A-133. Contained within the UG are new definitions, uniform administrative requirements (for both pre and post award management), cost principles, and audit requirements.
Data Management Plan
Successful management and protection of information and data are critical to the administrative, clinical, educational, and research functions of West Virginia University (WVU) management planning.
Definitions
Authorized Official
An entity-appointed individual who possesses the authority to legally bind the entity to the terms and conditions of awards. (At WVU/WVURC, Director or Associate Director of the Office of Sponsored Programs.)
Cost Share
A portion of a sponsored agreement related to cost that is contributed by parties other than the primary sponsor and not directly charged to sponsored agreement account(s). Cost share can be actual dollars or in-kind contributions to support a project (such as the value of tuition waivers or salaries). Cost sharing represents a legal commitment by the University to provide resources to a sponsored agreement, and is subject to audit.
Direct Cost
Include the salaries and wages for all personnel working on your project including fringe benefits. Other direct costs include any equipment, materials and supplied planned to be purchased. Identify consultants or subawards if you plan to collaborate with any private or public institution outside of WVU.
Facilities and Administrative Rate
Also known as “indirect costs” or “overhead costs” are those costs of an institution which are not readily identifiable with a particular project or activity but nevertheless are necessary to the general operation of the institution and the conduct of its activities. The cost of operating and maintaining buildings, grounds and equipment depreciation, general and departmental administrative salaries and expenses, sponsored programs and library costs are types of expenses usually considered as F&A costs.
Fiscal Year
A yearly period used for calculating financial statements. WVU’s fiscal year begins on July 1 and ends on June 30.
Fringe Benefit Rate
Any of various benefits, as free life or health insurance, paid holidays, a pension,
etc., received by an employee in addition to regular pay. WVU and its cognizant
agency U.S. Department of Health and Human Services, reach an agreement as
to the year fringe rate to be charged to benefit eligible employees.
KC Bluesheet (WVU+kc)
The offices of Sponsored Programs and Information Technology Services unveiled the KC Bluesheet (WVU+kc) system, January 15, 2016 to serve as a paperless routing and approval process for external funding proposal submissions. OSP requests that all proposals be submitted in complete and final form through KC Bluesheet at least FIVE WORKING DAYS PRIOR to an agency deadline.
No-Cost Extension
Many federal sponsors will permit the grantee to extend the final budget period of the project one time for a duration of up to 12 months beyond the original expiration date shown in the Notice of Grant Award (NGA) if no additional funds are required to be obligated by the awarding office, there will be no change in the project’s originally approved scope or objectives.
OSP Project Number
The unique number assigned to each project by OSP.
Project Number
The unique number that identifies the sponsored project.
Principal Investigator/Program Director
An individual designated by the recipient/sub-recipient to direct a project or program being supported by an award. He or she is responsible and accountable to recipient/sub-recipient organization officials for the proper conduct of the project or program. The recipient organization is, in turn, legally responsible and accountable to the sponsor for the performance and financial aspects of the award-supported activity.
Sponsor
Any entity providing financial or other tangible support for the research, training,
and other mission activities of West Virginia University, directly, or through
the West Virginia University Research Corporation.
White Papers
A synopsis from the PI with regard to potential research that is sent to a funding agency to see if the research is applicable to the funding announcement.