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Proposal Preparation

Sponsored Project Lifecycle step 2: Proposal Preparation

The following guidelines are intended to provide an overview of the proposal preparation and submission process for sponsored projects.  The Office of Sponsored Programs (“OSP”) recognizes that each proposal submission has its unique challenges and opportunities, and we look forward to working with you in a collaborative and supportive manner to ensure the best possible outcome for your proposal.  If you have any questions about this information, please contact OSP Pre-Award Services (see, e.g., the “Research Administrator College and Center Assignments” below).

Steps for a Successful Proposal Submission

  • Email OSP Pre-Award Services (e.g., Research Administrators) at as soon as you have decided to submit a proposal.
  • Evaluate whether the award will be a sponsored project or a charitable gift.  The Charitable Gift or Sponsored Project? page will help you make this determination.  If it’s a sponsored project, continue following the steps below.  If it’s a gift, contact University Advancement for next steps.
  • Obtain proposal development and submission guidelines provided by the sponsor and forward to your Business Manager and your Research Administrator.
  • Inform your Research Administrator and your Business Manager of your intention to submit a proposal, the submission deadline and any additional information such as cost sharing requirements or collaborations/subcontracts to other entities.
  • Develop a budget using the OSP Internal Budget Template (fringe benefit rates, travel and per diem rates, mileage rates, Facilities & Administrative rates and other information helpful to preparing budgets is available below).  Consult with your Research Administrator for assistance as needed.
  • Write and complete all proposal components as specified in the sponsor’s instructions.  (Note: If you have a large proposal or a proposal involving various colleges and/or departments, you may want to contact the Office of Research Development for additional assistance.)
  • Contact your Research Administrator to commence the Part I of the Frevvo form (known as the “Proposal Data Sheet“).  The Proposal Data Sheet will route to you electronically and detailed instructions for using this system are found here.  Along with your Research Administrator, Business Manager and Departmental Administrator (if any), you will need to complete certain data fields and attach certain documents (e.g., your draft proposal) in the Proposal Data Sheet.  The Proposal Data Sheet needs to be circulated to your Departmental Administrator, Business Manager, Department Chair / Director, Dean / Director and Research Administrator for review, approval and signatures at least one (1) week prior to the submission deadline.
  • Identify any cost match sources at this time and complete the Cost Share Form.  If there’s third-party cost share, complete the Third Party Cost Share Form.  Review the Cost Sharing Guidelines for more information about cost share.
  • Email the completed proposal to your OSP Research Administrator at at least three (3) full business days prior to the submission deadline.  A proposal is considered late when a PI, her/his administrator or the departmental/college office provides the completed proposal to the OSP Research Administrator with less than three (3) full business days prior to the submission deadline.  OSP will make reasonable efforts to review and sign-off on late proposals. OSP cannot ensure the same proposal service levels for late proposals, which may jeopardize receipt by the sponsor.
  • OSP will review the budget and guidelines to ensure accuracy and compliance.
  • Hard copy proposal submissions will be returned to you to submit to the sponsor.
  • Electronic proposal submission guidelines vary by sponsor; if electronic proposal submission is required, notify OSP immediately (More information about electronic submmission).

** Other than the Proposal Data Sheet itself, all forms for proposal preparation are found on the Forms & Templates page.  Use the search functionality to find these forms quickly.

General Information Needed to Prepare Your Proposal

General Information

Submitting Organization: Boise State University
Congressional Districts: 1st and 2nd
Employer ID Number: 82-0290701
DUNS Number: 072995848
CAGE Code: 0GMY3
Date of Incorporation: June 2, 1934
NSF Award Code: 0016162000
Federal Wide Assurance Number: 00000097
Institutional Animal Welfare Assurance # D16-00800 (effective 5/2/17 – 5/31/21)
NAICS Code: 611310 (View the Table of Small Business Size Standards.)

Fringe Benefits

Fringe Benefits are applied to all University personnel salaries and wages. They are a direct charge to cover such items as social security, worker’s compensation, unemployment payments, insurance, etc. Appropriate fringe rates by employee type are found here.

Facilities and Administrative Costs

Facilities and Administrative costs are true costs which must be remanded to Boise State University in order to support the infrastructure necessary to provide services for externally funded projects. Facilities and Administrative Costs

University Tuition and Fees

Undergraduate and graduate tuition and fees can be found here:

Travel and Expense Reimbursement

Travel and expense reimbursement information is available here.

Animal Care Per Diem Rates

FY 2017 Animal Facility Rates.

Faculty Incentive Pay Program & Supplemental Pay

More information about the Faculty Incentive Pay Program (“FIPP”).

More information about Supplemental Pay (Policy # 7195).

Sponsor-Specific Information

National Science Foundation (“NSF”)

Major Research Instrumentation Program

Through academic year 2016 – 2017, Boise State is classified as a “non-Ph.D.-granting institution” as defined by NSF’s Major Research Instrumentation Program.  “Non-Ph.D.-granting institutions of higher education are accredited colleges and universities (including two-year community colleges) that award Associate’s degrees, Bachelor’s degrees, and/or Master’s degrees in NSF-supported fields, but have awarded 20 or fewer Ph.D./D.Sc. degrees in all NSF-supported fields during the combined previous two academic years.”  See MRI Frequently Asked Questions.  OSP reviews this classification after each academic year.

National Institutes of Health (“NIH”)

NIH Salary Cap

Certain Boise State employees’ institutional base salaries exceed the legislatively mandated salary cap on contracts, grants and cooperative agreements funded by NIH.  Therefore, when submitting proposals to NIH, Boise State must adhere to the following requirements from NIH’s Notice Number NOT-OD-16-045 (the “NIH Notice”):

For FY 2016, the Consolidated Appropriations Act, 2016 (Public Law 114-113), signed into law on December 18, 2015, restricts the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Executive Level II salary is $185,100 effective January 10, 2016.

For the purposes of the salary limitation, the terms “direct salary,” “salary,” and “institutional base salary” have the same meaning and are exclusive of fringe benefits and facilities and administrative (F&A) expenses, also referred to as indirect costs. An individual’s institutional base salary is the annual compensation that the applicant organization pays for an individual’s appointment, whether that individual’s time is spent on research, teaching, patient care or other activities. Base salary excludes any income that an individual may be permitted to earn outside of the duties to the applicant organization.

NIH grant/contract awards for applications/proposals that request direct salaries of individuals in excess of the applicable RATE per year will be adjusted in accordance with the legislative salary limitation and will include a notification such as the following: None of the funds in this award shall be used to pay the salary of an individual at a rate in excess of the applicable salary cap. Please see the salary cap summary and the time frames associated with salary caps at

An individual’s base salary is NOT per se constrained by the legislative provision for a limitation of salary. The rate limitation simply limits the amount that may be awarded and charged to NIH grants and contracts.  An institution may pay an individual’s salary amount in excess of the salary cap with non-federal funds.

The salary limitation does NOT apply to payments made to consultants under an NIH grant although, as with all costs, those payments must meet the test of reasonableness and be consistent with institutional policy.

The salary limitation provision DOES apply to subawards/subcontracts for substantive work under an NIH grant or contract.

Competing grant applications and contract proposals that include a categorical breakdown in the budget figures/business proposal should continue to reflect the actual institutional base salary of all individuals for whom reimbursement is requested.  In lieu of actual base salary; however, applicants/offerors may elect to provide an explanation indicating that actual institutional base salary exceeds the current salary limitation. When this information is provided, NIH staff will make necessary adjustments to requested salaries prior to award.

If you have additional questions, please review the entire NIH Notice, including the Questions & Answers and the three examples, and call OSP Pre-Award Services.