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Proposal Package Checklist when UL Lafayette is the Prime

All proposals for external funding must be routed and approved by the University administration. A complete proposal package must be provided to ORSP at least three (3) full business days before the postmark or electronic receipt date set forth by the agency solicitation. Submission of a proposal without all required documentation will delay processing of that proposal and may result in the proposal not being submitted to the funding agency. ORSP cannot guarantee processing and submission of a proposal if a complete proposal package is received by ORSP after the internal deadline.

A full proposal package includes all documentation required by the agency for submission plus all internal approval forms, which is summarized below. Click here to download a printer-friendly checklist. A complete proposal package when UL Lafayette is the Prime Applicant includes the following:

Item

Description

Internal Proposal Approval Form (IPAF)

Also commonly referred to as a "routing form," the Internal Proposal Approval Form (IPAF) must be complete and signed by all investigators, Department Heads, and Deans of all investigators. This form should be attached to the front of your complete proposal package when routing for approval.

Facilities and Administrative Cost Waiver/Reduction Form The submittal of the Facilities and Administrative Cost Waiver/Reduction Request Form is required only on those rare occasions in which the PI requests a waiver or reduction of the F&A rate below the maximum allowed by the sponsor. This form is NOT required if the F&A rate in the proposal is the maximum permitted by the sponsor’s written policy even when that rate is lower than the University’s federally negotiated/approved rate. In those cases, attach a copy of the sponsor’s policy to the proposal for routing.
Cost Share/Matching Funds Form The Cost Share/Matching Funds Approval Form is required when the proposal budget include cost sharing or matching funds.
A proposal budget must be prepared on the sponsor's budget forms, but use of ORSP's budget templates will assist PIs in the development of their budget. If the sponsor does not indicate a specific form, the PI can use ORSP templates.
Budget Justification A budget justification is required for UL Lafayette’s portion of the work, regardless if required by the agency. On rare occasions when a budget justification is not required by an agency, this document is necessary for internal review and approval; it will be maintained in the internal proposal file with ORSP.
Complete proposal text
A complete proposal package includes all agency-required narrative sections. PIs should closely adhere to the agency's guidelines for developing a proposal narrative. 
Forms/Information required by sponsor
Supplemental documentation Including but not limited to application forms, special budget forms, bio sketches, facilities & equipment forms, current/pending forms, etc. are part of the complete proposal package and must be included for the internal routing, review, and approval process.
Proposal for each named subaward and/or subcontract
Subaward/subcontract proposal includes:
  • Letter of collaboration signed by authorized representative
  • Scope of Work
  • Detailed budget
  • Budget Justification
  • Indirect Costs Rate Agreement if their budget includes indirect costs
  • Fringe rate agreement/documentation if their budget includes fringe benefits
  • Any required sponsor forms or information (bio sketches, facilities & equipment forms, current/pending forms, etc.)
Proposal for all named consultants and vendors
Proposal transmitted on letterhead includes quote or cost proposal with detailed description of goods or services to be provided.
Letter of Commitment for all Third Party Contributors
For each outside entity providing third party cost share or match (cash or in-kind), provide a letter from an authorized individual of the organization providing a detailed description and value of items to be provided. Below are links to sample letter templates:
Required for all investigators for NSF & PHS (including NIH) proposals or for an individual investigator if a financial conflict of interest exists regardless of sponsor. For more information, please review UL Lafayette's Conflict of Interest Policy.
Documentation is required of IACUC, IRB, IBC, Radiation Safety Committee approval if a project involves animal subjects, human subjects, radioactive materials or biohazardous materials.
Electronic proposal record required by sponsor
For electronic submission, the following must be sent to your Pre-Award Administrator at least 24 hours prior to the submission deadline (not including weekends).
  • For grants.gov submission: Adobe form with all files uploaded (or electronic files to be uploaded)
  • For submission on sponsor website (NSF Fastlane, NASA NSPIRES, Dept of Ed egrants, etc): complete proposal and all required forms on site and with appropriate access for ORSP review and submission
  • For electronic submission via e-mail: All required files sent via e-mail