As Needed Application Materials
An external funding source may ask for additional application materials beyond the frequently requested documents. Find detailed information about common additions to submission materials by expanding the appropriate items below.
There are budget related items that need to be considered when establishing an external funding proposed plan. Office of Sponsored Programs (OSP) developed a checklist to assist in organizing and itemizing common expenditures.
When the external funding source does not provide a template specific for the opportunity, you may use the budget template developed by OSP.
- Follow RFP completely.
- Watch for restrictions on the RFP (are administrative expenses covered?)
- Request what you need, need what you request.
- Request funding that covers your costs.
- Must send draft budget to OSP, via EIPRS.
- Use correct F&A, per diem, mileage and personnel salary rates.
- Visit the Rates, Forms and Resource page for more information.
- Must have UI professor as PI on budget (even if student is the PI for the project).
- Look for cost shares, and include proof of other funding before applying.
- Choose realistic project time for all personnel.
- Create transparent itemized budget (keep math obvious), when a template is not provided by funding source.
Avoid these pitfalls:
- Do not give yourself, or anyone else, an increase in salary beyond their current university employed rate (ie. raise), if applicable.
- Do not include costs that are not supported or allowable by the RFP.
- Do not send draft budgets to external funding source (budgets are considered drafts if not been approved through OSP first).
- Do not markup costs, or use an “other” box in lieu of reasonable itemizing.
If a Curriculum Vitae (CV) template is not provided by the RFP, follow the instructional template developed by Sarah Koerber from the Office of Research and Economic Development (ORED).
External funding sources may ask for a list of whom you are in academic conflict with. They do this to ensure to avoid populating decision panels with these individuals. To assist in maintaining a Conflict of Interest (COI) list, a running log is a great tool that can be used to determine expiration of different types of conflicts and serves as documentation you may keep in your records.
- Download the running log (Excel) (shared by Alistair Smith)
A project description could be asked for from an external funding source. This description is used to justify items on a budget and provide a means of communicating the project activities.
If no project description outline is suggested or provided by the RFP, you may use a project description outline created by Sarah Koerber from the Office of Research and Economic Development (ORED). This can be used for NSF project descriptions or the structure and organization can be generalized to other programs outside of NSF to create your own project description.