Grant and Contract Proposal Preparation Facts

Page Navigation

1. Proposal Deadlines 5. Projecting Salary Increases 9. Principal Investigator Eligibility
2. Indirect Cost Rates 6. Student Salaries 10. Institutional Numbers & Codes for grant proposals
3. General Budget Categories 7. Graduate Operating Fee (Tuition) 11. UW Rate Agreement
4. Subcontracts 8. Employee Benefit Rates 12. Useful Web Sites

Top1. Proposal Deadlines for Oceanography

15 Business Days prior to Deadline, the following are due:

  • Draft Budget

  • Budget Justification

  • eGC-1 information

10 Business Days prior to Deadline, the following are due:

  • Final Budget

  • Final Project Summary

  • Final Post-doc Mentoring Plan

  • Final UNOLS form

  • Final approval from Ocean Engineering Services (if applicable)

  • Final subcontract paperwork

  • Final cost sharing approval (if applicable)

  • Begin routing eGC-1 for signatures

5 Business Days prior to Deadline, PIs unable to meet tomorrow's internal deadline must ask for prior approval from the SOO Director.

4 Business Days prior to Deadline, the Complete and FINAL proposal due to Ocean Administration. PIs must ask for prior approval from the SOO Director if they cannot meet this deadline.

12 noon, 2 Business Days prior to Deadline, this deadline is only available to PIs who have obtained prior approval from SOO Director. OSP WILL REFUSE TO SUBMIT THE PROPOSAL BEYOND NOON TODAY.

Top2. Indirect Cost Rates (officially "Facilities and Administrative Costs")

7/1/08 - 6/30/10

On-campus

56.0% MTDC

Off-campus

26.0% MDTC

 

These rates should continue to be used after 6/30/09 until a new agreement is negotiated.
Reminder: Certain costs are exempt from indirect costs (i.e., equipment, graduate operating fees, portions of subcontracts, daily use charges for University research vessels, vessel charters in excess of $25,000 and participant support costs on NSF grants). Equipment Thresholds for indirect cost exemption (effective July 1, 1996).

 

  • Federal Sponsors $2,000 per unit

  • Non-Federal Sponsors $2,000 per unit

(Be sure to budget as supplies any items costing less than the per-unit cost described above.)
Please reference GIM 13, Attachment A, for full definition of MTDC.

Top3. General Budget Categories

01

 Salaries and Wages (faculty staff and students)

02

Personal Service Contracts and other Purchased Services (this category is rarely used; includes areas such as royalties, financial services, information or technical research services, marketing, employee training, or miscellaneous professional services, etc.)

03

 Other Contractual Services (includes long distance, fuel, advertising, freight and express, licenses and permits, registration and conference fees, copying, vessel usage charge, campus services, postage, outside services, subcontracts, meals and light refreshments, software site licenses, etc.)

04

 Travel (private auto mileage, motor pool or outside car rental, domestic or foreign travel, etc.)

05

 Supplies and Materials (awards, books, chemicals and products, non-capitalized equipment under $2,000 such as computers, computer software, office supplies, etc.)

06

 Equipment (computing equipment $2,000 or more, library materials, other equipment, etc.)

07

 Retirement and Benefits

08

 Student Aid and other Grants and Subsidies (scholarships, stipends, prizes and awards, tuition, etc.)

A complete listing of categories and descriptions is available online.

Top4. Subcontracts

http://www.washington.edu/research/guide/subcontract.html

Top5. Projecting Salary Increases

Suggestion: Project 4% annually for all positions beyond June 30, 2009. In the case of classified employees, mandatory step increases should also be budgeted if the employee has not reached the top of the range. See Vivian Sabiniano for this information.

Top6. Student Salaries (effective July 1, 2009-June 30, 2010)

All Oceanography graduate students are Tier 1
Project 4% increase annually beyond June 30, 2009 (unless sponsor allows less).
School of Oceanography approved salary for Oceanography students:

Student

Salary

MS (RA/TA):

$2,106/month = $6,318/quarter

PhD I (RA/TA I):

$2,190/month = $6,570/quarter

PhD II (RA/TA II):

$2,268/month = $6,804/quarter

Note: Non-Oceanography graduate students are paid at a rate determined by their department. Be sure to check current rate.
The Graduate School website has more details.

Top7. Graduate Operating Fee (Tuition) (effective July 1, 2009 - June 30, 2010):

All students: $3,285/quarter (through spring quarter, $9,855).
Summer fee: $969 (2 credits); $3,387 (10 credits)
Suggestion: Project increases at 10% annually (effective every Fall)
Remember: These fees are excluded from indirect costs.

Top8. Employee Benefit Rates (effective 7/1/09)

GIM 3: http://www.washington.edu/research/osp/gim/gim3.html

Classification

Percent

Classification

Percent

Faculty (01-10)

23.6%

Classified Staff (01-60)

38.3%

Auxiliary Teaching (01-20)

25.7%

Professional Staff (01-70)

29.3%

Grad Appointments (01-30, 01-40)

12.9%

Hourly (01-80)

13.0%

Of interest: Pre-doc RA I and II are included in the Grad Appointments category with the 01-40 code, 12.9% benefit rate.  TA, PDTAI and II are coded 01-40.

Top9. Principal Investigators

A person holding any one of the following titles is eligible to serve as a P.I.:

Professor

Associate Professor

Assistant Professor

Research Professor

Research Associate Professor

Research Assistant Professor

Emeritus Professor

Top10. Institutional Numbers (DUNS, IRS, Congressional District, Authorized official, etc.) and Codes

Certain University of Washington numbers or codes are required on proposals or for grants.gov. You can find this information at the following site: http://www.washington.edu/research/osp/facts.html

Top11. University of Washington Rate Agreement

Sponsors occasionally ask for the official university rate agreement. It is located at:
http://www.washington.edu/research/maa/fa/fa_agreement.pdf

Top12. Useful Web sites

 

Return to Oceanography