Research Institute

Proposal Processing/Preparation

The University of Kansas Medical Research Institute, Inc. (KUMCRI) is the recipient of all applications awarded by federal, state, and private funding agencies.

The Sponsored Programs Administration (SPA) processes all applications EXCEPT for Pharmaceutical Clinical Trials. Flow chart for proposal processing.

Since the majority of our applications to federal agencies go to NIH, we are using NIH in our process. Regardless of the funding source, the basic steps will still apply.

1	Identify the funding agency and mailing deadline.
2	Review the funding agency instructions and contact SPA with questions.
3	Budget preparation
	Modular Format
	Non-Modular Format
	KUMC Current Facilities and Administrative (F&A) Cost Rate If the funding agency pays F&A costs, you must request F&A costs.
	KUMC Current Fringe Benefit (FB) Rate Our fringe benefit rate is 28% of salary requested for faculty and staff. The student fringe benefit rate is 2% of salary requested. If the funding agency’s policy has other restrictions, then you would following those guidelines.
	Cost Sharing Cost Sharing is allowed only when it is required by the funding agency. The amount of cost sharing should not exceed the amount required.
4	Complete agency forms
	PHS 398 Form Page 1 (Face Page KUMC RI 398 Face Page)
	PHS 398 Form Page 2 (Abstract page) Key Personnel In addition to the principal investigator (PI), Key Personnel are defined as individuals who contribute to the scientific development or execution of the project in a substantive, measurable way, whether or not salaries are requested. Typically, these individuals have doctoral or other professional degrees, although individuals at the masters or baccalaureate level should be included if their involvement meets the definition of Key Personnel. Consultants should also be included if they meet the same definition. Key Personnel must devote measurable effort to the project whether or not salaries are requested. "Zero percent" effort or "as needed" are not acceptable levels of involvement for those designated as Key Personnel. Other Significant Contributors This category identifies individuals who have committed to contribute to the scientific development or execution of the project, but are not committing any specified measurable effort to the project. These individuals are typically presented at "zero percent" effort or "as needed" (individuals with measurable effort cannot be listed as Other Significant Contributors). Consultants should be included if they meet this definition. This would also be an appropriate designation for mentors on Career awards.
	PHS 398 Form Page 3 (Research Grant Table of Contents)
	PHS 398 Form Page 4 & 5 or Modular Budget Format Page review instructions (modular or non-modular)
	PHS 398 Biographical Sketch Format Page this form has a 4 page limit - Sections A & B are limited to two pages – the “Research Support section” should not include percent of effort or direct costs – NIH will return your application to you if the % effort and directs costs are included
	PHS 398 Resources Format Page
	PHS 398 Checklist Form Page If you are submitting a revision or renewal, be sure you include the complete agency number (5 R01 CA99999-21) and any anticipated program income. SPA will be glad to help you with the Facilities and Administrative Costs (F&A) section of this form.
5	Complete internal forms and attachments
	KUMCRI internal checklist if you are a subcontract on an application from another institution, this information should contain your name, phone, etc., not the parent application information – be sure and complete the box in the upper right had corner, we cannot process your application until this is done – obtain signatures for 1-9 as applicable (SOM faculty – be sure you and your chair sign the F&A section).
	copy of the animal and/or human subject approval if applicable
6	Take the internal forms, the original application, and two complete copies of the application to SPA (6014 Wescoe) 10 working days prior to your mailing deadline.
7	SPA will review your application and contact you regarding any corrections needed. Once we have institutional approval and sign-off, we will call you to pick up the original for mailing to the funding agency.

This page last updated: September, 06, 2008

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