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Before your proposal can be submitted to a funding agency or sponsor, you’ll need to prepare the following:

• A completed Proposal Approval Form (pdf)

• A proposal narrative

• A detailed budget and justification

These documents ensure your proposal aligns with both sponsor requirements and university policies.

 

Budget Reminder: Facilities & Administrative (F&A) Costs

When preparing your budget, be sure to include the Facilities & Administrative (F&A) costs—also known as indirect costs—if allowed by the sponsor. These costs are required unless the funding agency explicitly prohibits them or sets different rate. Allowable F&A Costs, or Indirect Costs, cannot be waived.

• • Use Murray State's federally negotiated rate , or

  • Follow the allowable rate as identified in the sponsor’s guidelines or the Request for Proposal (RFP).

 

Compliance Reminder

Some projects may also require university compliance approvals before submission (e.g., IRB, IACUC, drone use, intellectual property).

Be sure to review the Required Approvals Before Submission page, and contact OSP if you're unsure whether these requirements apply to your work.

All proposals must be routed for approval through the university's internal process.

The following documentation must be submitted 20 working days before the grant submission deadline:

• • Proposal Approval Form

  • Notice of Funding or Request for Proposal (RFP)

  • Proposal narrative

  • Budget

  • Budget justification

  • Other necessary documentation (IRB, IACUC, Biohazard, etc.)

Routing Process

• Once reviewed and signed by OSP, the proposal will be routed for signatures from:

  • the Department Chair

  • the College Dean

  • the Vice President of Academic Affairs (Provost)

  • the Finance Director

If any reviewer does not approve the proposal, it will be returned to the PI for revisions or clarification. Once corrections are made, the routing process must restart from the beginning.

The proposal will not be submitted unless all signatures are acquired.

After all approvals are complete, the PI/PD may proceed with submission.

Allowing for appropriate review time

To avoid delays, OSP will need enough time to review your complete proposal. Any issues found during review or routing could delay submission.

If a proposal is submitted less than the 20 days prior to the submission deadline, there is no guarantee on the review and internal routing process being completed.

Once the internal routing process is complete, the Principal Investigator (PI)  is responsible for submitting the final proposal to the funding agency/sponsor.

If the funding agency/sponsor requires submission through an authorized institutional official, OSP will complete the submission to the agency.

The PI/PD will receive confirmation of submission via email.

Congratulations! If your proposal receives funding:

• Immediately forward all award notifications and contracts/agreements to OSP. Do not sign any award documents yourself.

• The President is the only individual with empowered authority to legally bind the University to any agreement.

• OSP will assist in obtaining the President's signature and route all final documentation.

• OSP will send official award documents to both the PI and the Grants Accounting Manager for post-award setup.