Proposal Development & Submission
There is a wide range of funding opportunities for Vanderbilt's researchers within the US federal government, as well as through foundations and other foreign governments, multilateral and non-profit institutions, and corporations.
Navigating funding announcements and opportunities and identifying which represent the best match can be challenging. While SPA generally does not seek funding opportunities for individual faculty members, this section of the website provides comprehensive information on internal and external funding sources.
Navigate through the outline of the proposal development and submission.
|Proposal Development||Submission System|
|Budget Preparation||Routing and Possible Problems|
|Frequently Needed Information||Proposal Submission to Sponsor|
The SPA Proposal Preparation Checklist is a general guideline to assist you in proposal development, in terms of required forms and processes. Individual sponsors may have additional requirements.
Prior review of the budget and justification must be conducted by your College Grants Manager or other colleges pre-award resource.
The information provided here should be used as a general guide in all instances. When an agency provides specific budgetary directions those directions should be followed.
Frequently Needed Information
Most information you will need can be found on the SPA Fact Sheet. If you need something that you do not find please contact SPA.
Description: An arrangement under which there is a transfer of funds, property, services or anything of value from the sponsor to the institution to assist the institution in reaching a particular goal or public purpose.
PI defines the project – usually fairly loosely – Scope of Work or Proposal is cited in award
- Sponsor retains the right to revoke the award and unused funds revert back to sponsor
- Has a defined period of performance
- Reports are normally on an annual basis
- Supports further knowledge in a particular subject area or field of research
- WU owns IP
- Publications are not restricted
- “Best efforts” are used in completing research
- Benefit is normally to the grantee/PI by furthering their own purposes or programs • IRS includes scholarships, fellowships, internships, prizes and awards
- May qualify as charitable contribution depending on source of funds
Description: A mechanism for the procurement of a specific service or product with specific obligations for both the buyer and the seller. Creates a quid pro quo relationship.
Sponsor or Sponsor and PI jointly define Scope of Work
- Sponsor retains the right to terminate the contract
- Reports are often done more frequently than annually
- Publication may require review/approval of the sponsor
- Benefit is normally to the sponsor – anticipates an economic benefit as a result of the activity to be conducted
- Contractor generally is required to produce a work product or deliverable (it’s possible this is only a report of findings)
- Contractors are paid only if the deliverable is accomplished
- Most involve some supervision or control by sponsor (on expenditures and/or deliverable)
- Provides expertise/knowledge to solve a problem
Sponsored Billing Agreement (SBA)
Description: A Billing Agreement is a short and efficient mechanism through which VU and VUMC can contract for limited work to be performed and to effectuate payments. There are a few things to know:
- Billing agreements are only for inter-institutional relationships between VU and VUMC.
- A billing agreement cannot substitute for a subcontract. If a faculty member is performing substantive scientific work on a project, a sub-award not a billing agreement is the appropriate mechanism.
- Billing agreements can be sponsored (funds coming from a grant or a contract), or non-sponsored (institutional funds).
- Billing agreements provide for reimbursement of costs. They do not have indirect costs, but the non-sponsored billing agreements do include a 10% administrative fee.
- If your billing agreement is for reimbursement of costs for
|Grant||Contract||Sponsored Billing Agreement||Incoming Subawards|
Most Federal submission will be done through Coeus in S2S with Grants.gov.
Routing and Possible Problems
Proposal Submission to Sponsor