Proposal Development and Submission

In addition to the information below, refer to the navigational links to the left for more information.

•  Overview of Proposal Services
• Internal notice required for proposal review 
• Plan ahead for subawards

Proposal Services

The Office of Research and Sponsored Programs (ORSP) supports faculty, staff, and graduate students in their research and creative endeavors. Working with faculty and staff to increase external funding and to provide opportunities for professional growth is critical to the overall health of the University.

ORSP provides assistance with the processing of proposals, including administrative review and sign-off, and assists with the negotiation of external agreements. Assistance with the development of the proposal narrative and budget is also available. ORSP post-award responsibilities include institutional financial management of grants, contracts, and other externally funded agreements beginning immediately after the award.

It is the responsibility of the principal investigator (PI) that any proposals which use the name and resources of The University of Montana, and which may result in an award to the University, adhere to University procedures for submitting a proposal, accepting an award, and administering the project.  All proposals for externally funded grants, research contracts, and cooperative agreements are submitted through ORSP.  When processing for institutional approval, these items are required:

1. Checklist;
2. Project budget (and cost match budget  if applicable);
3. Budget justification or narrative;
4. Request for proposal (RFP) or program announcement;and, 
5. Proposal or scope of work.

Internal Notice Required for Proposal Submission  

PIs at The University of Montana typically submit over 700 proposals each year.  The pre-award specialists in ORSP work diligently to assist and support PIs so that each proposal contains accurate information and all required components, and best represents the PI and University.  As a result, the pre-award specialist: 

1. Refers to the RFP,
2. Reviews  all pertinent sponsor documentation,
3. Assists  the PI with budget preparation
4. Applies knowledge of accounting principles and, when appropriate, Federal Cost Accounting Standards,
5. Reviews the PI’s budget, budget narrative, and scope of work,
6. Occasionally offers advice regarding the budget proposed with scope of activity desired, providing accurate University and State figures for salaries, fringe, and insurance,
7. Checks accuracy of institutional commitments,
8. Confirms  institutional approvals have been secured  (including cost match),
9. Follows University, State, and Federal guidelines and regulations,
10. Reviews contractual language and commitment,
11. Understands and applies knowledge of University and State requirements when reviewing and negotiating contracts,
12. Details understanding of a multitude of State, Federal, and private electronic submittal platforms,
13. Recognizes and addresses areas of potential audit concern,
14. Works calmly and efficiently within tight timelines, and
15. Strives to provide outstanding customer support and service.

It is the PI’s responsibility to allow sufficient time for institutional review and approval.  The chart below indicates the lead time requested by ORSP for a variety of proposals.  Keep in mind that any one individual in ORSP may be juggling up to five submissions on any given day and working at or beyond capacity to provide all PIs with the same thorough, professional assistance and support. 

Plan Accordingly for Subawards

If you intend to include subawards as part of your proposal, plan to include a Letter of Collaboration signed by the sub's Authorized Official (AO).  Because the proposal will require a bottom line, at a minimum, from the subrecipient, also provide the following documentation to ORSP:   

1. Detailed internal budget from the sub;
2. Budget narrative;
3. Scope of work; and, 
4. A copy of the sub's negotiated F&A Agreement (if F&A included in the budget and the Agreement is not already on file with ORSP's Subaward Coordinator).