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Grant Submission Process & Forms

Submission Policy Page

All applications for external funding, letters of intent including budget information, and subcontracts/consortiums submitted from SIU School of Medicine must be reviewed and approved before submission through the ADR Office. To allow sufficient time for application review and approval, the following due dates must be adhered:

Please send an initial notification of intent to apply for any mechanism and the funding agency guidelines as far in advance as possible, at the very least, 2 weeks prior to submission deadline.

Forms due to the Grants Office by 8:00AM 2 weeks prior to the submission deadline

  • Application Certification for External Funding
  • Excel Budget Template
  • Word Justification
  • If applicable, Waiver Request for Voluntary Cost Sharing
  • If applicable, Subrecipient Commitment Form

Resources

  • Application Submission Checklist
  • Conflict of Interest Attestation Update Instructions

 

Finalized and completed applications are due to the Grants Office by 8:00AM three business days prior to the submission deadline. Please take note of holidays or administrative closures. For example, applications due on Tuesday must be submitted to the Grants Office at grants@siumed.edu on the preceding Thursday by 8:00AM.

For example:

Please note, these do not include office closures or holidays.
Submission Day Due to Grants Office
Monday Preceding Wednesday at 8:00AM
Tuesday Preceding Thursday at 8:00AM
Wednesday Preceding Friday at 8:00AM
Thursday Preceding Monday at 8:00AM
Friday Preceding Tuesday at 8:00AM

 

Forms: 

Application Certification for External Funding

Application Certification for External Funding

Internal certification document to be completed by the Principal Investigator.

Instructions: 

Please fill out top portion of the Application Certification for External Funding.

The PI must complete the attestations, sign, and scan to grants@siumed.edu.

Electronic signatures are also accepted.

This document will be submitted with your budget forms 2 weeks in advance of the submission deadline.

Form Download: 

Excel Budget Template

Excel Budget Template

 

Instructions: 

Please fill out the 1, 2, 3, 4, or 5 year budget template.

A Sample Budget is provided on the last tab.

The Excel Budget Template along with the Application Certification for External Funding and all other budget documents should be submitted to grants@siumed.edu 2 weeks before the submission deadline.

LATEST UPDATE: 3/13/18
If you are using a previous version, please download and use the most updated.

 

The detailed budget must delineate the following for each year of anticipated funding:

PERSONNEL
For all personnel who will contribute to the grant, include name, department, position title, academic base salary and FTE, percentage effort on grant, fringes, and salary amount that will be charged to the grant.  This information documents anticipated faculty and staff effort, Associate Dean for Research and Department Chair approval, and assures that requested salary and costs have been correctly calculated. 
This will include both those who will be paid on the grant and those for whom cost-sharing will be requested. If cost sharing is requested, a Waiver Request for Voluntary Cost Sharing Form indicating the need and funding source must be approved by the relevant Department Chair.
Total funded effort by any individual cannot exceed 100% FTE. Effort paid through cost sharing is considered to be part of the individual's total committed effort.

SUPPLIES/COMMODITIES
Include all supplies and commodities, including animal use costs, all dilenated in general terms with calculations of expenses, and small items of equipment (<$5,000). For modular grants, dilenation is not necessary for submission, however, a detailed budget and justification is needed for Grants and Contracts Office approval.

TRAVEL
Indicate persons or positions expected to travel and the estimated costs associated per trip, such as mileage, conference or meeting, hotel, and airfare. The current mileage rate can be found here: https://www2.illinois.gov/cms/Employees/travel/pages/travelreimbursement.aspx

EQUIPMENT
Items with a useful life of more than one year and total cost over $5,000 per unit. Justification and, if applicable, varying quotes should be submitted.

CONTRACTUAL SERVICES
External contractual services, such as statisitical support, Research Core Services, and other external contractual services should be listed with current rates and fees.

CONSORTIUM/SUBCONTRACT/SUBAWARD
If the grant submission requires a subcontract with an external agency, a Subrecipient Commitment Form is required. The form must be completed by the external institution and submitted with the requred documents no later than 2 weeks prior to submission. If planning to subcontract with an external agency, please contact grants@siumed.edu as soon as possible, and the Office will be happy to facilitate this process with the external institution. Please note, the terms consortium, subcontract, and subaward are used interchangeably.
 

Word Budget Justification

A budget justification is needed for institutional approval as well as many funding agencies. Please describe in detail the costs associated with your grant budget.

Instructions: 

Describe in a Word document the following information. A sample with brief instructions is available below.

PERSONNEL
For all personnel who will contribute to the grant, include name, department, position title, academic base salary and FTE, percentage effort on grant, fringes, and salary amount that will be charged to the grant.  This information documents anticipated faculty and staff effort, Associate Dean for Research and Department Chair approval, and assures that requested salary and costs have been correctly calculated. This will include both those who will be paid on the grant and those for whom cost-sharing will be requested. If cost sharing is requested, a Waiver Request for Voluntary Cost Sharing Form indicating the need and funding source must be approved by the relevant Department Chair. Total funded effort by any individual cannot exceed 100% FTE. Effort paid through cost sharing is considered to be part of the individual's total committed effort.

SUPPLIES/COMMODITIES
Include all supplies and commodities, including animal use costs, all dilenated in general terms with calculations of expenses, and small items of equipment (<$5,000). For modular grants, dilenation is not necessary for submission, however, a detailed budget and justification is needed for Grants and Contracts Office approval.

TRAVEL
Indicate persons or positions expected to travel and the estimated costs associated per trip, such as mileage, conference or meeting, hotel, and airfare. The current mileage rate as determined by the State of Illinois is $0.535 per mile.

EQUIPMENT
Items with a useful life of more than one year and total cost over $5,000 per unit. Justification and, if applicable, varying quotes should be submitted.

CONTRACTUAL SERVICES
External contractual services, such as statisitical support, Research Core Services, and other external contractual services should be listed with current rates and fees.

Research Core Services and the Division of Laboratory Animal Medicine have standard text available for grant budget justification descriptions of the equipment and services offered.

Research Imaging

Flow Cytometry

Division of Laboratory Medicine Grant Summary

CONSORTIUM/SUBCONTRACT/SUBAWARD
If the grant submission requires a subcontract with an external agency, a Subrecipient Commitment Form is required. The form must be completed by the external institution and submitted with the requred documents no later than 2 weeks prior to submission. If planning to subcontract with an external agency, please contact grants@siumed.edu as soon as possible, and the Office will be happy to facilitate this process with the external institution. Please note, the terms consortium, subcontract, and subaward are used interchangeably.

OTHER COSTS
Describe in detail all other costs associated with the grant budget.

FRINGE BENEFITS
The SIU School of Medicine fringe benefit rate is a single percentage of salary that includes medical (including health, dental and life insurance), retirement and Medicare benefits. Please use 58.3% in all grant budgets for the fringe benefit rate of full time faculty and staff. Visit the Rate Information page to use the appropriate rate for other types of employees.

INDIRECT COSTS
Indirect Costs are calculated at 47.5% on modified total direct costs (MTDC) according to the DHHS approved Facilities and Administrative rate agreement (dated August 19, 2016). MTDC consist of all salaries and wages, fringe benefits, materials, supplies, services, travel and the first $25,000 of each subaward or subcontract.

Waiver Request for Voluntary Cost Sharing

Waiver Request for Voluntary Cost Sharing

Use the Waiver Request for Voluntary Cost Sharing Form to detail voluntary cost sharing on a grant proposal for external funding.

Instructions: 

“Cost sharing” (also known as “in-kind” or “contributed” costs) are project expenses that are not requested in a grant application budget but will be covered by the applicant institution in support of the proposal. Cost sharing may be either required or voluntary.

Required cost sharing - Some funding mechanisms REQUIRE an applicant organization to pay a certain amount or percentage of the total project budget. For example, a construction grant might require that the institution pay 30% of the total building expenses. Application submission is dependent on the commitment of those funds. Do not use this form for required cost sharing.

Voluntary cost sharing refers to any voluntary assumption of costs that are necessary to carry out the proposed work and will be met voluntarily by the applicant organization. If cost sharing is NOT required by the funding agency, then any expenses in a grant application that will be covered by the Department are voluntary cost sharing. For example, if an application budget of $100,000 is submitted to a grant mechanism with a $60,000 maximum award, then the Department has voluntarily agreed to cover $40,000 in meeting the costs of the proposal.

Voluntary cost sharing, often in the form of personnel effort, is “real” committed, auditable time. For example, if a key person on a proposed project is listed at 30% FTE, but only 20% of their time is included in the application budget, then the Department has agreed to cover 10% of their FTE (salary and fringe benefits) in order to allow them to commit the full 30% FTE to the proposed work. Voluntary cost sharing MUST be documented on the Waiver Request for Voluntary Cost Sharing Form before application budget review to ensure that the Department is aware of and has agreed to cover the voluntary cost commitment.

LATEST UPDATE: 7/10/18

Subrecipient Commitment Form

To be completed if partnering with any external institution for subaward, consortium, or subcontract purposes. 

Instructions: 

The Office of Grants and Contracts will fill out section C. Required Proposal Documents based on the type of submission.

Once completed, the Office of Grants and Contracts can facilitate completion of this form, or the PI or delegated peronnel may work with the external insitution in order to do so.

Please ensure at least 3 weeks notification is given to the Office of Grants and Contracts regarding subrecipients.

LATEST VERSION: 10/26/17