The pre-award Grants and Contracts Officers (GCOs) are responsible for collaborating with Principal Investigators (PIs) in the successful preparation of proposal submissions. This includes reviewing funding opportunity announcements and providing PIs detailed checklists with required files, formats, and deadlines. They will provide any templates we may have available, collaborate with PIs on budget drafts, draft budget justifications per the finalized budget, review all documents for compliance, initiate proposal routing through Office of Sponsored Proposals and Awards (OSPA), etc.
As soon as you know you are going to submit, please complete the Project Information Form (PIF).
ORSP requests a minimum of 2 business weeks’ notice* for proposal preparations; more is appreciated. Final versions of non-technical files (facilities, equipment, budget, subrecipient proposals, letters of support, etc.) are due 5 business days prior to the deadline. Final versions of technical files (abstract, aims, strategy, and references) are due 2 business days prior to the deadline.
All proposals provided within the timelines above will be given priority.
*If your proposal has subrecipients, please allow 3-4 business weeks’ notice minimum.
- Notify ORSP of planned submission at least 2 business weeks prior to the deadline (3-4 if subrecipients are involved).
- Final non-technical documents (budget, facilities, bios, etc.) are due 5 business days prior to submission.
- Final technical documents (abstract, aims, strategy, SOW, etc.) are due 2 business days prior to submission.
- As soon as you know you will submit a proposal, complete the Project Information Form (PIF).
- If your proposal does not have an RFP and/or hard deadline, send any sponsor correspondence and the anticipated date of submission.
- Once the assigned GCO has reviewed the solicitation and guidelines, they will provide you a list of required documents and send any templates (if available) to assist with proposal preparation.
- Budget details should be sent as soon as possible and can be included as part of the PIF.
- This includes: line item details (i.e. salary, graduate assistants, materials and supplies, etc.), the period of performance, and project title.
- If you have any questions, please call, email, or meet with your GCO.
- If you’re working with other GSU units, the indirect split should be provided for routing purposes.
- Once the budget is finalized, the GCO will send you a draft budget justification, tailored to your budget, for review and completion. This file will include our standard rate and paragraph blurbs with highlighted sections for you to complete specific to your project.
- Five business days prior to the deadline, all non-technical files should have been received. The GCO will compile all finalized documents into the official proposal package and route the draft application, final budget, and final subrecipient proposals (if applicable) through the Research Portal.
- This will require all investigators to complete the SFI and approve the routing.
- Two business days prior to the deadline, all technical files should have been received. The GCO will add these to the nearly final draft and send you a full version of the application for final review and approval. This will also be added to the Research Portal and routed to OSPA for final review and approval. OSPA will wait to submit until PI final approval has been received.
ORSP will maintain the official version of the proposal budget. The PIF contains an optional section available to provide budget details to your assigned GCO. You can choose any method or template to provide initial details to the GCO. Below is the School of Public Health’s official budget template. All budget details will be input into a master copy of this template, maintained by the GCO to ensure calculations are accurate.
Please feel free to utilize the Simplified Budget Template located here and also within the PIF to start the budget process with your assigned GCO. They will transfer the items to the official template of record.
Georgia State University’s interpretation of Uniform Guidance Budgeting Allowability is available here.
The University Research Services and Administration (URSA) office maintains various resources to faculty submitting proposals.