Pre-award phase

Once a proposal is ready for preview, a Request for University Approval for Submission of Grant Proposal form must be completed and signed by the principal investigator, the department head and the vice president for business affairs. The original Request for University Approval for Submission of Grant Proposal form and a copy of the proposal is forwarded to the grants manager, who reviews the financial aspects of the proposal and answers any questions the PI may have regarding the proposed budget. The most common questions relate to the personal services, fringe benefits, matching funds and certain expenses that are unique to the proposal. Upon completion of the review, the proposal is reviewed with the vice president for business and finance for approval and signature.

A minimum three-day turnaround is needed to allow ample time for the grants manager and vice president for business affairs to review and sign the proposal. Emphasis is placed on compatibility with state Board of Regents policies and weaknesses in the proposed budget, which may affect your chances of receiving funding. A sample Proposal Budget Worksheet is provided and may be used while drafting the proposal.

Award notification

Letter of Denial: A copy of this letter should be forwarded to the grants manager. This informs the grants management office of the status of your proposal and the pending approval file is closed.

Letter of Award: Many award documents are received that require signatures of both the funding agency and CSU before they take effect. The award documents should be forwarded to the grants manager, who will obtain the necessary authorized signature(s). The award documents should contain, at minimum:

• The purpose of the project.
  
• The dollar amount of the award.
  
• The beginning and ending dates of the award.

No expenditures will occur until the signed award documents are in hand.

Upon receipt of a fully executed award contract, another meeting with the grants manager is necessary to transform the approved proposed budget into one that complies with state Board of Regents policies and procedures.