Pre-Award Services

Grant Development Specialists in the Office of Research review and approve proposals after they have advised WSU Principal Investors, faculty and staff members who seek external funding from federal, state, local and local agencies as well as private and business entities.

In order to better serve customers, please contact us at Proposals@wichita.edu to begin your proposal development.

Proposals

Proposal Development
Grant Development Specialists in the Office of Research review and approve proposals after they have advised WSU Principal Investors, faculty and staff members who seek external funding from federal, state, local and local agencies as well as private and business entities.

In order to better serve customers, please contact us at Proposals@wichita.edu to begin your proposal development.

Budget Development
Please contact the Grant Development Specialists at Proposals@wichita.edu to begin your budget development.

In submitting proposals for funding by external agencies, Wichita State University follows the principles and requirements of the federal Office of Management and Budget (OMB) Circular A-21,relocated to 2 CFR, Part 220 Cost Principles for Educational Institutions. Consequently, when constructing a budget, the Principal Investigator/Project Director or other budget preparer should be mindful that any proposed costs must be reasonable, allocable and consistent with WSU general costing policies. When proposing to federal agencies, costs cannot be proposed which are unallowable in OMB Circular A-21 examples include alcoholic beverages, donations and contributions, memberships in any civic or community organizations, and entertainment costs.

In addition, OMB Circular A-21 limits reimbursement for certain types of expenses that the government considers administrative and already included in the university’s federally negotiated indirect rate. Included in those expenses are costs for administrative and clerical staff, postage, telephone,computers, and routine office supplies. These costs are only appropriate when they are essential to the project’s success and provided for the sole benefit of the project. Proposal budgets that include these items must be well-documented in the budget justifications.

Proposal Submission Deadlines 

The Office of Research must review and approve all proposals prior to submission to an outside funding agency. Please submit all proposal development requests to Proposals@wichita.edu.

Proposal Submission Due Dates*

Sponsor Deadline Hard Copy Submissions Online Submissions
Monday The previous Monday at 9:00 a.m. The previous Wednesday at 9:00 a.m.
Tuesday The previous Tuesday at 9:00 a.m. The previous Thursday at 9:00 a.m.
Wednesday The previous Wednesday at 9:00 a.m. The previous Friday at 9:00 a.m.
Thursday The previous Thursday at 9:00 a.m. Monday of the same week at 9:00 a.m.
Friday The previous Friday at 9:00 a.m. Tuesday of the same week at 9:00 a.m.
Saturday Because Saturday is not a business day, it does not count towards the 5-day rule. You should treat Friday as the deadline, so the internal proposal deadline is the previous Friday at 9:00 a.m. Because Saturday is not a business day, it does not count towards the 3-day rule. You should treat Friday as the deadline, so the internal proposal deadline is Tuesday of the same week at 9:00 a.m.
Sunday Because Sunday is not a business day, it does not count towards the 5-day rule. You should treat Friday as the deadline, so the internal proposal deadline is the previous Friday at 9:00 a.m. Because Sunday is not a business day, it does not count towards the 3-day rule. You should treat Friday as the deadline, so the internal proposal deadline is Tuesday of the same week at 9:00 a.m.

Note: Holidays are not defined as working days.
*Additional time is required for proposals as follows:
- Proposals including Cost Sharing are due 10 working days in advance of the funding deadline.
- Proposals submitted via grants.gov are due 3 working days prior to the solicitations recommended submission date (ex. NIH recommends submission 72 hours prior to the funding deadline.)

Required Forms

Proposal Routing Forms: When budgets are approved by RTT, the PI must prepare and deliver a signed Proposal Routing Forms to RTT. Proposals cannot be submitted until this form is reviewed and approved by RTT’s Pre Award Director or Vice President for Research.

Cost Share/Match: All proposals that include cost share/match must include a letter in the form of an email or letter (on department/company letterhead) signed by the person authorized to commit resources. The letter should include specifically where the match is coming from and the amount. Individuals are urged to contact the Grant Development Specialists early when proposing a project that includes cost share/match as this involves additional administrative review/approval.

Indirects/F&A: Waiver authority of Indirects (F&A) is vested in the Vice President for Research. “Automatic” waivers are granted to those federal, state, and non-profit agency programs that have written guidelines on limitations of indirect cost rates, such as the 8% limitation on training grants for the U.S. Department of Education or the 10% limitation on the American Cancer Society’s grant programs.

Request for Waiver Form: Any waiver of Indirects should be discussed with a Grant Development Specialist early in the proposal development process.. Requests for waivers are initiated by the Principal Investigator/Project Director using the Request for Waiver form and are strongly encouraged to have a well thought out reason for such a request. The Vice President for Research will review the request and will determine to reject, modify, or approve it.

Research Startup Funds

Startup Procedures for College Dean

  • PI makes request to Dean for Startup Funds
  • Dean reviews and approves or denies request
  • Upon approval, the request will be sent to Amy Delgado in the Office of Research at amy.delgado@wichita.edu requesting a fund and org be established with the following information (found on the request form):
    • PI Name and WSU ID
    • PI Department
    • Amount of startup funding by fiscal year
    • Purpose of startup (travel, supplies, equipment, salary, etc.) for budget purposes
    • Source of funds
  • Amy will set up the 700xxx PI org number if the PI does not already have one.
  • An SRO “D” fund will be established with this org code for the PI and then Sarah Hunt or Kathy Riker will set up the budget and transfer the cash from the source(s) of funding. Establishing the budget allows PI to spend without the full cash balance available.
  • Once this is complete, RTT will notify the PI, the Dean, and the office contact that their fund is ready to use. RTT will transfer cash to match the funding request. Cash from other funding sources will be transferred as soon as the startup is approved.
  • In May, any startup funds in negative cash position will be reviewed by Financial Operations. Consideration may be given to roll forward negative cash balances as long as there is an agreement between the Dean and Director of Financial Operations that the fund will become positive within the following fiscal year.

College IDC (Indirect Cost) Funds for current Fiscal Year

  • Dean’s will receive a College SRO allocation on any grant that collects IDC of at least 26%.
  • Funds will be automatically deposited to the Dean’s College IDC fund on the first business day of each month.
  • It is up to the Dean to determine if unspent funds at the end of committed period should be returned to Dean’s start up fund. And notify RTT to make the transfer.

Request for Research Faculty Startup Funding Account

Startup Procedures for the Office of Research

  1. The Dean of the College will send a request to the VP of Research and Tech Transfer for the establishment of an approved Start-Up fund to be established by RTT.
  2. Once approved the signed request form will be sent to RTT and RTT (Amy Delgado) will establish the startup fund. This request will include amount, by fiscal year, of the startup, the funding source (including the fund/org #’s) and will begin the set up process.
  3. If the employee receiving the startup funding doesn’t have a PI org (700xxx), one will be established.
  4. An SRO fund (“D” fund number) will be established under the PI’s Research Org (700XXX) for their start up.
  5. Amy will email this information to post-award (Sarah/Kathy) who will establish the annual budget and complete the required cash transfers. Budget and cash will only be transferred for the current fiscal year. If the funding is for more than one year, year two budget and cash will be processed at the start of the 2nd fiscal year.
  6. Post Award (Sarah/Kathy) will then notify the PI, Dean, and Office Contact that their startup has been established and funded.
  7. Since it will not be possible to transfer all cash at the time the fund is established, Amy will monitor the Cash balance and at the end of the year work with the necessary person to correct any negative balances.
  8. RTT (Kathy Riker/Sarah Hunt) will review all startup funds at year end and identify any remaining funds (cash) that could be rolled forward to the New Year. After confirmation with the Dean, they will move the cash and establish budget as approved.

Startup FAQ for PI’s

How do I know how much I have available to spend?

  1. Log into Reporting Services at http://win.wichita.edu
  2. Click on “Financial Reports-Organization”.
  3. Then will select the report: “FCD00105 – Organization Financial Report for RU Funds.”
  4. This will show the current Cash Balance and the available budget in the Salary category as well as OOE (Other Operating Expenditures).
  5. Items in “blue” can be drilled into by clicking on the amount in blue to see the detailed transaction that make up the total amount shown. If you want to see what has been charged against a certain category, this will list all expenditures.

What types of purchases are allowed?
Items that are allowed using startup funds are those that will help you to acquire external research funding and those to further your research initiatives. These types of expenditures can include travel, computers, software, lab supplies, summer salary, graduate student support, etc.

If you are purchasing equipment, you will need to have a written quote from the vendor. If your purchase is over $5,000 it either needs to be from an approved State of Kansas vendor, or a sole source, or it will be required to go out for bid.

How do I start the paperwork to hire a graduate student or pay salaries?
You will contact your department admin to complete the appropriate paperwork to get the hiring process started. The admin will contact Research payroll for the correct position number to use.

How do I purchase the items I need?
Depending on the type of item you are purchasing, there are a couple of different processes for purchases. If you have a quote for the purchase of supplies, computers, or software, give the quote or estimate to your departmental Administrative Assistant so that he/she can enter a purchase requisition into Banner. The Purchasing guidelines can be found at:
http://webs.wichita.edu/?u=purchasing

If it is an item that you have received and the vendor gave you an invoice for payment, this will be paid on an Invoice Control Document (ICD). You will need to sign that you received the item and it is ‘as ordered’ and then you will give the invoice to your departmental Administrative Assistant for he/she to process for payment.

If you are planning to travel, work with your department Administrative Assistant to process the Request for Out of State Travel at least two weeks prior to your trip departure. There are specific rules when making airline reservations that must be followed so it is important to be knowledgeable of the proper procedures. The Travel guidelines can be found at: http://webs.wichita.edu/?u=controller&p=travel

Data Management Plan

Data Management Plan - pdf

In their revised Grant Proposal Guide, the NSF mandates that all proposals submitted after January 11, 2011 include a short supplementary document detailing the Data Management Plan (DMP) for the proposed project. Please refer to the Data Management Plan below for a complete overview and samples of the changed policies.

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