Grant Proposal Process


The following is a guide to help PSU Faculty find funding and prepare and submit a grant application/proposal at PSU.

1. Explore Funding

2. Identify Funding

Each sponsor has different guidelines for preparation and submission of an application, but there are some general steps that most sponsors require:
  • Identify extramural funding source
  • Obtain program announcement (RFP)
  • Review program guidelines
  • Note submission deadline
  • Review forms and content specifications, selection criteria, and method of submission

3. Contact the Office of Sponsored Programs (OSP)

Sponsored Programs Office staff will assist with application preparation and submission.
  • Review program guidelines
  • Develop a timeline to complete application
  • Provide administrative information and budgetary requirements
  • Consult with Vice Provost of Research and Engagement


PSU Grant Submission Policy

4. Prepare Application

Prepare the application using the sponsor forms and guidelines.
  • Work closely with the Office of Sponsored Programs to complete all necessary forms.
  • Restrictions on the number of pages, font size, margin size, and all of the required formatting/forms ARE taken seriously. If these specifications are not adhered to, the proposal can be returned without review.
  • If your research involves the use of Human and/or Animal subjects or the use of biohazard or radioactive materials, you must contact the appropriate Compliance Office to ensure that necessary pre-application actions are taken. {Note: Some sponsors require Internal Review Board and other approvals prior to proposal submission, while others accept applications that are pending approval. Review the guidelines carefully!}

PSU Institutional Review Board

PSU Institutional Animal Care and Use Committee (IACUC), please contact Dr. Paul Fedorchak at (603) 535-2580 or

PSU IACUC Application
PSU IACUC Animal Welfare Assurance Letter

PSU Office of Environmental Health and Safety oversees all hazardous waste activity on campus. For more information see:

5. Develop Budget

  • Develop an “Internal” or “Working” Budget. Most sponsors require the use of specific budget forms; but beginning the process by utilizing an internal document will allow you to finalize the budget before completion of the application form. The full PSU federally negotiated Indirect Costs and Fringe Benefit rates are calibrated into these templates. Should you have a proposal which stipulates a lesser rate, please contact the OSP office.
  • Budget templates can be found on the forms page
  • Make sure all costs are appropriate to the program.

PSU Indirect Cost Rate Agreement

PSU Indirect Cost Recovery Policy

USNH Additional/Supplemental Pay Policy

PSU Additional/Supplemental Pay Form
  • Forward draft budget to the Office of Sponsored Programs for review.

6. PSU Fringe, Negotiated and Provisional Rates

PSU Negotiated Rates for FY15

Full: 38.5%

Partial (Basic): 7.7%

PSU Negotiated Rates for FY16

Full: 37.3%

Partial (Basic): 8.4%

PSU Provisional Rates for FY17

Full: 37.3%

Partial (Basic): 8.4%

7. Collaborating with another institution?

If you are collaborating with another institution for your application, the following materials must be obtained from the collaborating institution:
  • Letter of Commitment
  • Scope of Work
  • Budget
  • Rate Agreement

8. Prepare Internal Documents

All required internal documents must be prepared and submitted to the Office of Sponsored Programs before the application is submitted.

  • An Internal Review Cover Sheet must be reviewed and signed by the Principal Investigator/Project Director, co-PI/PDs, Department Chair and Provost. (It is recommended that this process is begun 3 weeks prior to grant application deadline.)

PSU Internal Review Cover Sheet Form (pdf)

  • A Conflict of Interest (COI) Disclosure Form must be completed and submitted with all applications. If the application is to be submitted to a Sponsor governed by the Public Health Service regulations then the Financial Conflict of Interest (FCOI) Disclosure Form for PHS-Funded Projects must also be submitted.

PSU COI Policy

PSU COI Disclosure Form

PSU FCOI for PHS-Funded Projects Policy

PSU FCOI for PHS-Funded Projects Disclosure Form PDF /(doc)

9. Submit Application to Office of Sponsored Programs

Prior to submission to an external sponsor, all grant proposals are reviewed by OSP for compliance with University policies, prospective sponsor requirements, and all applicable laws and regulations. Proposal applications must therefore be submitted to the Manager of the Office of Sponsored Programs no later than ten (10) days prior to the application deadline. Proposals are then routed by OSP to the Vice President for Finance and Administration for his approval of submission who require at least seven (7) days for review. Proposals that do not meet these time requirements may not receive institutional approval for submittal.
  • Provide a copy of the program announcement.
  • Provide an electronic copy of the final proposal application documents to the Office of Sponsored Programs (or in cases of a paper submission provide the original, signed paper application), within ten (10) days of the deadline.
  • Provide the signed Internal Review Sheet, Disclosure form(s), and any other applicable internal forms.

PSU Grant Application Checklist Form

Questions about the proposal process? Please contact the OSP Office

Contact Us

Office of Sponsored Programs: Mailing Address:

17 High St. MSC 51 Plymouth, NH 03264  

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