Develop & Submit Proposals
Proposal requirements to raise funding for Basic Science researchers entail specific steps and processes, including a detailed development and submission path. Use the tabs below for full details.
Once you have identified a funding opportunity, prepare a proposal that includes these components:
- eGrants Submission Form
- Budget and Budget Justification
- Compliance approvals and subcontracts if applicable
- Subcontracts if applicable
- Abstract/Project Summary
Estimated Duration
The estimated duration for developing a proposal is 14 days after your request moves from draft status and is submitted for review.
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Application Requirements
Download the latest application forms, policies, procedures, funding opportunity announcement (FOA), and adhere to the sponsor’s requirements. Understand your responsibilities and who will assist you in completing each component.
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Submission Process
Enter your proposal in eGrants 14 days prior to due date.
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Subrecipient Considerations
Identify subrecipients and request administrative materials from subrecipient.
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Budget and Cost Share
Prepare proposed budget and identify any cost share.
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Compliance Components
Ensure all pertinent documentation/information has been provided for applicable research protocols and compliance components. (e.g., IACUC, IRB).
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Department ID Number
Please ensure that your department ID number is correct in your proposal.
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Final Steps
Assemble, review, and submit final proposal three days prior to due date.
Expert Tips and FAQ
- How to Prepare the Proposal Budget
There are several essential expenses you need to account for in your grant proposal budget.
- What costs are allowed?
Provides clear and concise information on the types of costs allowed or not allowed under a grant.
Allowable Direct Cost Matrix
- What guidelines are required for federal funding?
Guidelines all institutions that receive federal funding should follow.
Uniform Guidance Document
Sponsors may have policies that address allowed or unallowed expenses. Refer to the sponsor or application guidelines.
- What costs are allowed?
- How to Specify Cost Sharing in a Proposal
Cost sharing occurs when the sponsor does not pay a quantified portion of the award costs. It is paid instead with resources within a department, institution, or other parties outside the funding source.
Taleo Training
- Module A: Proposal Submission and Pre-Award Overview Level One
- Module B: Non-Industry Agreements Overview Level One
- Module C: NIH Essentials
- Module D: CPRIT Essentials
- Module E: Welch Foundation Essentials
- Module F: DOD Essentials
- Module T: eGrants Proposal Submission for Non-Grants.gov Applications
- Module U: eGrants Proposal Submission for Grants.gov Applications
Ask for Guidance
Inquiries reviewed and assigned within four hours, Monday – Friday, 8 a.m. – 5 p.m.
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Contact Us
All research proposals must route through SPA’s internal review process for approval or institutional endorsement before submission to a sponsor.
Once you are ready to submit your research proposal, compile and input all submission documents within the eGrants funding proposal workspace:
- Subrecipient documents
- Subrecipient profile questionnaire or FDP Profile (if there is a subaward)
- Statement of work
- Budget and budget justification
Your proposals should contain most of the following science components:
- Biosketch
- Project summary/abstract
- Project narrative
- Bibliography/references
- Facilities and resources
- Introduction of application, if applicable
- Specific aims
- Research strategy
- Resource-sharing plan
- Authentication of key biological or chemical resources
Estimated Duration
The estimated duration for submitting a proposal is 14-days.
How to Submit Your Proposal
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Prepare Funding Proposal
Initiate and prepare your funding proposal in eGrants for preliminary review.
- Complete all questions within eGrants Smartform.
- Provide your budget.
- Include your budget justification.
- Upload non-science components.
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Submit Proposal for Review
Submit proposal for internal UT Southwestern review.
- Department review
- Division review (if applicable)
- SPA review
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Revise Proposal
Address any requested revisions identified during the review process.
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SPA Submits Proposal to Sponsor
Once your proposal is deemed final by the SPA Proposal Analyst, it will route to the Authorized Organizational Representative (AOR) for approval and/or submission to sponsor.
Just-In-Time (JIT) Requests from Sponsor
Any applications that receive a fundable score generate a just-in-time request by default. This request occurs once an application has been peer-reviewed and within the possible funding range. Receiving a just-in-time request does not guarantee or indicate in any way that an applicant will receive an award. SPA submits NIH requests through eRA Commons, and other sponsors require submission by email or their portal.
- Just-In-Time (JIT) Requests Steps
- Lookout for JIT Documentation Requested activity in eGrants from SPA detailing pertinent documentation you need to provide. (This is specific to NIH JIT requests, though other sponsors may also request additional information.)
- Respond to the notification by executing the Notify SPA of JIT Response activity in eGrants.
- Provide other support documents for all senior and key personnel. These documents should include financial resources in direct support of an individual’s research endeavors, including but not limited to research grants, cooperative agreements, contracts, or institutional awards, whether federal, non-federal, commercial, or institutional. This must include support of research activities at UTSW as well as any other institutions where the PI participates in research, whether related or unrelated to the current application. (Does not include training awards, prizes, or gifts). Refer to NIH Notice NOT-OD-19-114 and Dr. Mike Lauer’s article “Clarifying Long-Standing NIH Policies on Disclosing Other Support” for additional guidance.
- Gather and submit required approval documents to SPA through eGrants.
- IACUC approval (if applicable)
- IRB approval (if applicable)
- Human Subjects Training documentation (if applicable)
- DHHS rate agreement (other uploads)
- Budget information (only if specifically requested)
- Response to reviewer comments (only if specifically requested)
- Your SPA Proposal Analyst will review and upload all documentation in eRA Commons for NIH’s JIT requests.
- If there are no concerns with your submission, the AOR will submit your JIT documents to NIH through eRA Commons and email them to all other sponsors
- SPA will notify you once the submission process is complete.
- Common NIH Post-Submission Materials
- Notification of publication acceptance
- Preliminary data
- Notice of promotion
How to Fully Execute a Non-Industry Agreement
Establish a contractual agreement between each party when conducting research involving non-industry partners. In your agreement, outline the agreed-upon terms and conditions and budgetary information. Once confirmed, SPA will work with you to ensure your agreement is fully executed.
- View Non-Industry Agreement Steps
- Ensure that all sponsor requirements are met, including any necessary accompanying documents that are routed to the appropriate SPA personnel for required endorsements, signatures, and certifications.
- Confirm project personnel with SPA’s Award Setup Team.
- Review the PeopleSoft department ID number as specified in the proposal.
- Review the proposed budget to ensure correct cost calculations, including current facilities and administration (F&A) rate.
- Ensure submission in eGrants and eAgreements.
- Review Subrecipient Profile Questionnaire (SPQ) or FDP Clearinghouse.
Helpful Guides
- eAgreements Clinical Trial Agreement (CTA) Submission Guide
- eAgreements Clinical Trial Master Agreement (CTMA) Submission Guide
- eAgreements Clinical Trial Subcontract (CTS) Submission Guide
- eAgreements Collaboration Agreement Submission Guide
- eAgreements Confidential Disclosure Agreement Submission Guide
- eAgreements Data Use Agreement (DUA) Submission Guide
- eAgreements Flow Through Agreement (FLW) Submission Guide
- eAgreements Grant Award Agreement (GAA) Submission Guide
- eAgreements Industry Flow Through Agreement (IFLW) Submission Guide
- eAgreements Material Transfer Agreement (Providing) Submission Guide
- eAgreements Material Transfer Agreement (Receiving) Submission Guide
- eAgreements Research Service Agreement (RSA) Submission Guide
- eAgreements Subaward Agreement (SUB) Submission Guide
- eAgreements Treatment Use Agreement (TUA) Submission Guide
- eAgreements Visiting Scientist (VSA) Submission Guide
FAQs and Guidance Materials
- What's the flow through award process without automatic carryforward? (PDF)
- Should individuals listed on the continuation be reported? (PDF)
- What is the Proposal Submission process? (PDF)
- Where can I find NIH Other Support resources? (PDF)
- How do you decide which F&A Rate (on-campus vs. off-campus) to use? (PDF)
- How do I access the Grants Personnel report? (PDF)
- How to determine the contract type and when to initiate in eGrants and eAgreements? (PDF)
- How to initiate an agreement in eAgreements (Video)
- How do I submit a subaward? (PDF)
- What is the PO process for automatic carryforward versus non-automatic carryforward? (PDF)
- How do I submit a flowthrough? (PDF)
Taleo Training
- Module A: Proposal Submission and Pre-Award Overview Level One
- Module B: Non-Industry Agreements Overview Level One
- Module C: NIH Essentials
- Module D: CPRIT Essentials
- Module E: Welch Foundation Essentials
- Module F: DOD Essentials
- Module T: eGrants Proposal Submission for Non-Grants.gov Applications
- Module U: eGrants Proposal Submission for Grants.gov Applications
Ask for Guidance
Inquiries reviewed and assigned within 4 hours, Monday – Friday 8 a.m. – 5 p.m.
Open a ServiceNow TicketWhich SPA Team Can Help
Leadership