We use an online system called Cayuse to prepare and submit proposals. You will need to register here to use the portal. Cayuse SP: is used to submit proposals for signatures, approval and submission. Cayuse 424 is only used when submitting proposals through grants.gov (e.g. DOE, NIH, etc).
We update templates with new GRA rates, tuition, etc every summer.
Inflate 1-3% in future years. If your proposal will start in a year, it might be beneficial to inflate the Y1.
This represents, medical/dental insurance, pension, social security, medicare, unemployment and SAIF.
Inflate 1-3% in future years for faculty, staff, GRAs and postdocs.
Uniform Guidance regulations require proposals to submit as much detail about proposed travel as possible in the budget justification. This includes
OSU Travel Per Diem Rates can be used to estimate lodging and meals. Since most conferences occur in high cost cities, you can usually use the high cost rate. Conference rates usually exceed this, which is allowable as long as the block rate is published on the confererence site or in the program.
Not subject to indirect costs. Inflate 4.5% in following years.
Arts and Science Business Center website for more information.
If you need to request cost share, please use the form located in the sidebar.
According to Federal Uniform Guidance (Code of Federal Regulations) cost sharing or matching (e-CFR §200.306) is defined as that portion of project costs not paid by Federal funds. Cost sharing represents a legal obligation by OSU and can be in the form of cash or in-kind contribution. There are two types of cost share, voluntary and mandatory cost sharing.
Mandatory cost sharing is defined as cost share required by the agency and described by the specific funding announcement. Voluntary cost share is cost sharing not stated in proposal guidelines, but described as a quantifiable amount of resources contributed to the project. Voluntary cost share is not allowed except under extenuating circumstances.
e-CFR §200.306 states: "Under Federal research proposals, voluntary committed cost sharing is not expected. It cannot be used as a factor during the merit review of applications or proposals, but may be considered if it is both in accordance with Federal awarding agency regulations and specified in a notice of funding opportunity."
If you are working on a proposal that requires cost share, you'll need to discuss your needs with your department and/or college Dean. Documentation for cost share will be required in your Cayuse record.
For more information on cost share at OSU, check out these links:
The new research.gov portal for proposal submissions will eventually replace Fastlane.
If you use Fastlane, the PAPPG allows alternate fonts. If you use Arial 10 point, please note grant writer, Donn Forbes experience:
"The NSF Proposal and Award Policies and Procedures Guide (PAPPG, the rule book) allows 10-point Arial type and requires at least 6 lines of text per vertical inch. If you draft a page in 10-point Arial and print it and measure the number of lines per inch with a ruler, you’ll find exactly six. So, you would naturally expect that if you submit a proposal with 10-point Arial type, you’d be safe. Not so.
Conversion to pdf often shrinks the type. Printers can also shrink the type. There are cases in which reviewers or program managers printed the pdf files, measured the number of lines per inch with a ruler, found 5.9x lines per inch, and returned the proposal without review.
If you’re going to submit an NSF proposal in Arial 10-point type, the best way to protect yourself from administrative disqualification is to select 1.15x line spacing instead of single spacing (Format > Paragraph > Line Spacing > Multiple > 1.15). Then you’ll be safe."
-- Donn Forbes
-------------- Work around option 2 -------------------
This message should be of interest to those who submit proposals
prepared using TeX/LaTex to the NSF via Research.gov.
The National Science Foundation has implemented additional automated
compliance checking in Research.gov for project descriptions as of
10/5/2020. One of the compliance checks is for font size. Currently,
files prepared using TeX/LaTeX will generate warnings when submitted
to Research.gov because of the way PDF files are processed. We
believe that these warnings will be gone next year. For the time
being, the warnings will not prevent proposal submission.
In case you’re interested in the details, please read on. Roughly
speaking, in word processing programs, when an 11 pt font size is
used, a subscript is still in 11 pt type, just shrunk down a bit when
it is printed to a screen or on a printer. In typesetting programs
like TeX, when an 11 pt typeface is used, a subscript is set using 9
pt type. The smaller type size in a PDF file triggers the warning
because the compliance-checking software can’t tell what is a
subscript and what isn’t.
A similar issue can generate an error regarding the required Broader
Impacts heading. Depending on the LaTeX input, the compliance checking
software may not realize that “Broader Impacts” is indeed on a line by
itself when the PDF file is printed.
Again, for the time being, these warnings will not prevent proposal
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There are several online resoures to assist you with developing a postdoctoral mentoring plan. See the graduate school page on "Developing a Mentoring Plan for NSF proposals", "The Responsibilities of mentors of postdoctoral scholars and fellows" and the "Individual Development Plan" page
Let's say you want to consult on another grant at another University. Would this go through OSU?
Please refer to the OSU Faculty Handbook for more information on OSU's Conflict of Commitment Policy.
Before engaging in outside activities in your field, faculty must complete the Request for Approval of Outside Activities form to ensure there are no conflicts of commitment. This form can be found here: http://oregonstate.edu/admin/hristeam/outemp.pdf. "With supervisor approval, a full-time professorial faculty member may engage in outside professional activities related to his or her University responsibilities one day in each work week during periods of full-time employment."
If a consultant role is appropriate then the other university would prepare a Personal Services Contract for the consulting services provided; this would not require a Cayuse proposal.
It is important that the PI consider his/her contribution and collaboration on the project; is it more appropriate for this to be an incoming subaward with a budget to include salary, fringe benefits as well as other items such as travel, materials/supplies, indirect costs, etc.? Will he/she be responsible for contributing to future publications and/or deliverables (reports, etc.)? This option would require a proposal in Cayuse SP and the resulting subaward and funding would be handled by OSRAA.
Useful information from the Research Office