Grants and Contracts Processing
What to Route to the Office of Research Services
all grant applications (paper and electronic)
conditions" noted in Funding Opportunity Announcements (FOAs), such
as limitations on the number of proposals accepted from a single
institution, must be presented and discussed with the Office of Research
Services prior to application submission.
At least 10 working days in advance of an application
deadline, PIs should provide to the Office of Research Services:
- A double-sided yellow
routing sheet (formatted as an Adobe PDF document
or as a Word
document) completely filled out and signed by the PI, Business
Manager, and Department Head
A project abstract
- Routing sheets must be
printed on yellow paper.
- Routing sheets without keywords will be returned without review.
- Routing sheets must
contain information on regulatory (IRB / IACUC / IBC, etc.) approvals (if applicable).
A face page (including a
signature line for institutional official)
- A draft is acceptable, but
the abstract should reflect the entire proposed scope of work.
A budget justification
written policy on F&A costs (if sponsor will not pay current
- Budgets should include
information on how F&A (“indirect”) costs were calculated.
Letters of Intent to Establish a
- A letter or e-mail from the
sponsor merely saying that they will not pay full F&A is not
sufficient to request a waiver of F&A cost recovery.
- If the sponsor does not
have an official written policy on F&A costs, and is not
willing to pay the current federally-negotiated rate, include a
letter to the Authorized Institutional Official requesting that
F&A costs be waived (be aware that the request may or may not
- Please see Permanent
Memorandum 10 (http://www.lsuhsc.edu/administration/pm/pm-10.pdf)
for more information on Indirect Cost Allowances on Grants and
All documents necessary
to comply with CM-35
- These letters are required
if a prime/sub relationship is proposed (the sub should sign
- Investigators are not
authorized to release information to prime applicants until
materials are reviewed and approved.
electronic grant applications
1. At least 5 working days in advance of an application
deadline, PIs should transmit to the Office of Research Services a
complete electronic (e.g., Grants.gov) submission.
2. Acceptable forms of transmission
3. For NIH applications: Once an
application has been retrieved by the NIH and is available for viewing by
the PI and SO/AOR in Commons, it is the PI’s responsibility to, within two weekdays, send an e-mail to Ken Kratz
and Nicole Hammill either requesting that the application be rejected, or
agreeing to allow the application to proceed to receipt and referral.
Applications will be reviewed,
approved, submitted, and otherwise
handled on a first-come, first-served basis.