Proposals

In This Section

Conflict of Interest and Commitment Policy

Employees of the University should be aware of the Conflict of Interest Commitment Policy. Outside obligations, financial interests, or other employment may be considered a conflict of interest or commitment.

An interest exists if an employee is in a position to influence a business transaction which the University is involved. The Arizona Conflict of Interset statute requires the employee to disclose in writing any substantial interest the employee or their close relatives may have in dealing with the University.

The Proposal process has a specific question concerning whether the proposed project will involve any conflict. When a conflict does exist, a Disclosure Form should be completed and routed according to the policy.


Indirect Cost Rate and Waivers

University policy requires that established indirect cost rates are used in proposals. The indirect rate needs to be identified in the proposal development. If the indirect cost rate is stipulated by the sponsor, a copy of the RFP or statement from the sponsor must be attached to the Proposal submission.

Calculating the indirect rate varies by sponsor; however general guidelines are that capital equipment (a single item costing more than $5,000) are excluded from the total direct costs on which the indirect cost is figured. 

The Graduate Assistant Rate is broken down in to two components: A percentage for fringe and a percentage for tuition remission. The tuition remission is excluded from indirect costs.

On subcontracts, indirect cost is calculated on the first $25,000 of direct costs only if the proposal is applying a full indirect cost rate.

Indirect cost waivers that require will require VPR approval must be submitted within 5-business days of the proposal deadline. Waivers must have signatures of the PI, Department Head, and the Dean. Non-stipulated waivers require a waiver justification that states the benefit to the University for accepting a reduced rate.


Large Proposals

When a PI from LPL is preparing a large dollar proposal the Business Office will notify SPS and alert them well in advance. SPS will designate a specific person to work with us and begin previewing budgets, etc at the earliest possible time. 


Major Project Status

OMB Circular A-21 allows administrative/clerical salaries to be directly charged on research efforts that can be defined as “major projects” and if the individual(s) involved can be specifically identified to the project. Circular A-21 defines major Project as, “a project that requires an extensive amount of administrative or clerical support which is significantly greater than the routine level of such services provided by academic departments.” Examples of major projects according to OMB A-21 are identified on the request for "Major Project" form. Check the box(s) that applies to this proposal.

Other administrative costs such as office supplies, postage, and memberships are chargeable if they are being used in “unlike circumstances”. The proposal does not have to meet the criteria for major projects to include these types of administrative costs, but they must be identified in the proposal budget and explained in the budget notes.

The LPL request for “Major Project” form can be found on the Business Office website under Forms. This form needs to accompany the proposal submission and the administrative salary must be a line item in the budget.

A request for the request to re-budget Administrative/Clerical Salaries and Other Administrative Costs after the project has been awarded is located here.


Proposal Content

Statement of Work/Abstract
Technical Data
Budget - (Proposals with subcontractors identified in the budget must also provide a detailed budget from each subcontracted.)


Proposal Submission Deadlines

Electronic proposal must be submitted to Sponsored Projects Services (SPS) in final form 3-business days prior to the sponsor deadline.

Non-electronic proposal must also be submitted 3-business days prior to the sponsor deadline. The complete proposal submission must include the proposal routing sheet (PRS), statement of work, budget and budget justification (if required). 

Proposals that meet the 3-day deadline will be prioritized over those that did not meet the deadline. If your proposal does not meet the deadline, SPS makes no guarantees that the proposal will be submitted on-time.


Request for Exception as Principal Investigator

If a Principal Investigator or Co-PI does not hold the rank of Assistant, Associate, or Full Professor, or Assistant, Associate, or Senior Research Scientist, or Assistant, Associate, Senior Staff Scientist they must request approval from the PtyS/LPL Faculty to submit a NEW proposal as PI, or Co-PI.

The procedures for obtaining faculty approval as PI or Co-PI are:

A minimum of 5 days* prior to the proposal submission deadline you must send to (rose@lpl.arizona.edu) the proposal abstract, budget and resume. The duration of project and any space requirements. If any, what are they? The abstract, budget and resume must be sent in text format so they are easily read by everyone. 

The abstract, budget and resume will be sent via email to PTYS/LPL faculty for their review. Approvals, comments, concerns, objections will requested.

Any responses will be forward to the Director for his consideration.

The person requesting permission will be notified their request is approved/denied prior to the proposal deadline.

*Late requests for PI, or Co-PI status may not be circulated.