This guide provides a structured framework for developing your proposal. A few key points to emphasize:

1. Start early - most successful proposals take several months to develop – SPA Submission Deadline Policy
   • Contact the SPA Grant & Contract Officer assigned to your unit for questions and help navigating the proposal guideline requirements.
2. All externally funded sponsored projects must be processed via Cayuse SP for internal routing and review
   • Federally funding proposals also entail submission via Cayuse System-to-System (S2S)
3. Build in time for multiple reviews and revisions
4. Ensure strong alignment between your project goals and the sponsor's priorities
5. Pay careful attention to both technical content and administrative requirements

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Overview

There are many sources of funding for sponsored projects and each sponsor has unique proposal requirements.  Some popular application types are:

• Standard research proposals
• Fellowships
• Training Grants
• Supplements (e.g. Diversity supplements, Research Experiences for Undergraduates, etc.)
• Transfer grants to WSU - visit our Transfer webpage for additional information.

It is important to review the proposal guidelines when developing and submitting your application.  For Federal funding, the government utilizes Grants.gov for most proposal submissions.  SPA transmits these applications directly to the Federal government using System-to-System (S2S) transfer inside the WSU Cayuse Research Suite. For more information about submitting a proposal through Cayuse, please see the WSU Cayuse webpage.

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Grant Proposal Development Guide

Pre-Writing Phase

Research and Planning

• Thoroughly review the sponsor's guidelines, priorities, and funding history
• Identify your project's alignment with the sponsor's mission and goals
• Gather preliminary data and supporting evidence
• Define clear, measurable objectives and outcomes
• Develop a realistic timeline for both proposal development and project implementation

Team Assembly

• Identify key personnel and their roles
• Secure commitments from collaborators and partners
• Determine who will handle administrative tasks
• Establish communication protocols among team members

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Proposal Components

Executive Summary/Abstract

• Clear statement of the problem or need
• Proposed solution and its significance
• Expected outcomes and impact
• Requested funding amount
• Why your organization is uniquely qualified

Project Narrative

• Detailed problem statement with supporting evidence
• Methodology and approach
• Timeline with specific milestones
• Evaluation plan and success metrics
• Sustainability plan beyond the grant period

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Budget Development Basics

• PIs are responsible for project budgeting, working with their Department Research Administrator (RA).

• Sponsor-required budgets should accurately estimate project costs. Since rates and costs change over time, budget adjustments may be needed during the award period, requiring SPA approval from the sponsor.
• PIs should:
  • Build flexible budgets anticipating potential changes

Budget Categories

Proposal budgets generally include two basic categories of costs: direct costs of the proposed project and facilities and administrative (F&A or indirect) costs. Both are real costs. Direct costs plus F&A costs equal total costs. Reminder: the sponsor’s cost categories may be different than those used by the University necessitating an adjustment between cost categories at the post award stage.

Direct Costs

Direct costs are expenses that can be specifically and easily identified with a particular project or activity. These costs are necessary to execute the proposed work and can be precisely assigned to specific activities.

• Personnel salaries and benefits
• Equipment and supplies
• Travel expenses
• Participant costs
• Contractual services
• Project-specific expenses        

Indirect Costs

Indirect costs are budgeted in accordance with Wayne State University’s current federally negotiated rate agreement.

• MTDC: Modified Total Direct Cost base is used when applying federally negotiated indirect cost rates. It is calculated by excluding specific categories of expenses from the total direct costs.

At Wayne State University, the following costs are excluded from MTDC:

• • Equipment and equipment fabrication
  • Capital expenditures
  • Patient care charges
  • Participant support costs
  • Tuition remission
  • Scholarships and fellowships
  • Portions of subawards exceeding $25,000 per award

Note that sponsoring agencies may vary in which categories they exclude from MTDC calculations. Always consult the specific agency's guidelines for detailed budget calculation instructions.

• TDC: Total Direct Cost base encompasses all direct costs charged to the sponsor with no exclusions. When calculating indirect costs (Facilities & Administrative or F&A), the full amount of direct costs serves as the calculation base. This method is typically employed when:
  • A sponsor does not accept Wayne State University's federally approved indirect cost/F&A rate, and
  • The university has approved an F&A waiver

• Cost-sharing requirements
  • Sponsored Program Administration (SPA) uses the term cost sharing when describing a university commitment of any size and uses matching to describe a cost sharing commitment of a dollar-for-dollar contribution.
• Budget justification for each line item
  • A budget justification is typically requested by the sponsor to clarify the planned costs, including details about the quantity or quality of those costs, as well as the principal investigator's reasoning for needing them for the project. While the budget may seem clear and straightforward to some, the sponsor's proposal reviewers might not have an accounting background. A well-written budget justification increases the chances of a favorable review, potentially influencing the funding decision.

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Submission Preparation

Required Documents (instances may vary)

• Letters of support/commitment
• Tax-exempt status verification
• Financial statements
• Organizational charts
• Resumes of key personnel
• Facilities and resources documentation

Quality Control – Cayuse SP/S2S

• Internal review process
• Technical review by subject matter experts
• Budget verification by unit and SPA
• Compliance check with sponsor guidelines
• Proofreading and formatting review

Submission Process

• Create submission timeline with buffer for technical issues
• Register in required systems (e.g., Grants.gov, foundation portals)
  • Registration and access to some sponsor systems require SPA action
• Prepare electronic files in required formats
• Verify all attachments and supplementary materials
• Schedule submission well before deadline

Post-Submission

• Save copies of all submitted materials
• Document submission confirmation
  • Uploaded to Cayuse SP proposal record
• Plan for potential sponsor queries
• Prepare for possible site visits or interviews
• Develop response strategy for review comments

Common Pitfalls to Avoid

• Missing or incomplete sections
• Budget errors or inconsistencies
• Lack of alignment with sponsor priorities
• Insufficient detail in methodology
• Weak evaluation plans
• Unrealistic timelines or budgets
• Non-compliance with formatting requirements

 

Questions? Contact tpfoley@wayne.edu.