budget

Proposal submissions, Step One: Call a Program Officer and … say What?

Many researchers report that they are intimidated by the thought of calling a program officer (PO) to discuss their project proposal because they don’t how to initiate the conversation or what questions to ask. Program officers in the Division of Molecular and Cellular Biosciences (MCB) recommend that principal investigators start by conducting background research on their project idea and send a one-page summary (see pp 10-13) before scheduling a call with a PO. An early conversation can help a researcher identify the most appropriate program and PO for a proposal. Below are some considerations for each step.

Some items you may wish to research before a phone call:

  • The current research portfolio of the program
  • Abstracts of funded projects related to yours
  • Award size, duration, and limitations of the solicitation
  • Any program specific requirements of the solicitation

A one-page summary should include: (be prepared to discuss these topics in depth during a phone call)

  • Your questions and specific aims
  • The big picture of your research area and knowledge gaps you are addressing
  • Key preliminary data and rationale
  • Overall intellectual merits and broader impacts
  • Any visuals that may be helpful

Possible topics and questions to bring up in a phone call:
Program fit:

  • Does my project fit this program?
  • What other programs or solicitations may be appropriate for my project?

Broader impacts:

  • Do my broader impacts fit NSF expectations?
  • What is the difference between broader impacts and broadening participation?
  • Do broader impacts and intellectual merits need to be integrated? Are mine sufficiently integrated?
  • Should I structure broader impacts and intellectual merit plans in the same way?

Specifics of proposal preparation:

  • Are my preliminary data in line with what the program expects?
  • To what extent should I describe results from prior support?
  • What kinds of equipment costs can be requested?
  • How much salary can I ask for myself, postdoc, or graduate student?
  • Do I have to include undergraduates in participant support costs?
  • What is the best way to fund a collaboration?
  • Can I submit the same proposal to another funding agency?
  • How long does the review process take?
  • Can I be funded by the same NSF program for two different projects?
  • What kinds of direct costs are allowable in budget line G6 Other?

NSF’s review process:

  • When is a good time to submit a proposal, given that there is no deadline?
  • Will the reviewers be experts in my field?
  • When should I expect a decision?
  • What are my options if my proposal is declined?
  • Will my declined proposal be evaluated by the same reviewers in the next round?

Did you know?

MCB holds virtual office hours on topics specific to the MCB research community once each month. Visit this page to register for upcoming events and to access past presentations. For more information on working with Program Officers, read this NSF 101 post on NSF’s Science Matters blog.



BIO-wide Virtual Office Hours Recap – How to Write a Great Budget

Repost from DEBrief, the blog of the Division of Environmental Biology (DEB).

The Directorate for Biological Sciences (BIO) held its latest virtual office hour on February 10, 2021. Program Officers were joined by representatives from the Division of Grants and Agreements (DGA) to provide insight on how to prepare NSF budgets.

If you were unable to attend, here are some of the questions asked during the Q & A section broken down by themes:

Participant support – This category is a ‘protected category’ that should facilitate the participation of people in the research. Frequently we see Research Experiences for Undergraduates (REU) or Research Experiences for Teachers (RET) in this category. Participant support does not have indirect costs applied to it.

Q: When might one use Participant Support?

A: This will be left up to the researcher and their university to decide, but as mentioned REUs or RETs are commonly placed in this category.  Whether you place undergraduate students in this category versus a paid salary line will depend on how the students factor in the research. It is not appropriate to put postdoctoral salaries or collaborator salaries in this category.

Q: Can I move funds out of Participant Support?

A: You must speak with your Program Officer before rebudgeting and receive official NSF permission to do so. Funds moved from Participant Support could be subject to indirect costs and proposed moves must be well justified.

Q: Should REUs or RETs be put in budgets at the time a proposal is submitted?

A: Yes, if you know that you will have an REU, etc. you should include that when you submit your proposal.  You can submit a supplement request if you belatedly realize you would like to have an REU student. Contact your managing Program Officer about this.

Modification and rebudgeting – Following the awarding of a grant, the investigator and their university have the authority to rebudget certain costs (e.g., move money across budget categories) to accomplish the goals of the research. There are some restricted categories (e.g., Participant Support) and a few rebudgeting modifications that require NSF approval (see this chart).

Q: Can I change my start date of my award?

A: While working with a Program Officer, you can modify the start date of your award. However, once the grant is awarded, the start date cannot be changed.

Q: Can I rebudget funds from travel and student involvement due to the pandemic?

A: Given that COVID-19 had reduced travel and student involvement, these funds may be rebudgeted to supplies.

Salaries – NSF allows up to 2 months of salary support for principal investigators across all NSF awards for a single investigator. In rare and well justified cases, more than 2 months of support can be requested.

Q: Could an investigator change their level of effort, and therefore support, post-award?

A: Will this change the scope of the project?  If the scope is changed, then the institution will need NSF prior approval. If this does not change the scope of the project, then the PI will need to communicate with their institution and follow institutional policies and procedures.  

Q: Does NSF fund protected research time?

A: The two months of salary support is typically considered protected research time. There are some funding opportunities where support for research pursuit over an extended period is allowable (see Mid-Career Advancement NSF 21-516).

Q: Does a researcher need to request salary?

A: Researchers should consult with their university and sponsored research officials to determine whether one can forego salary requests.

G6. Other. – This category contains costs that do not have a predetermined category already outlined in budget workbooks. 

Q: What types of costs can I put in G6. Other?

A: Common examples for BIO proposals are tuition remission and DNA sequencing costs. Costs such as graduate student tuition remission, fee-for-service expenses for running samples, or research station fees are also in this category.

Q: What do we do if we don’t have a Sponsored Research Office (SRO)? 

A: There must be an Authorized Organizational Representative (AOR) at the institution, who is not the PI, who has the authority to make decisions and take responsibility on federal grants. If you are unsure who it is, you can ask the Chief Financial Officer at your institution who that representative would be.

Please reach out to a program officer if you have any questions about the proposal submission and review process. View the presentation and future office hours dates on MCB’s Office Hours page.

Updated Guidelines for Conference and Workshop Proposals

The Division of Molecular and Cellular Biosciences (MCB) has updated its guidelines for conference and workshop proposals to reflect changes in NSF’s latest Proposal and Award Policies and Procedures Guide (PAPPG 20-1). Both the new PAPPG and these updates go into effect June 1, 2020. The new guidelines emphasize MCB-specific funding priorities and best practices for submitting proposals requesting funding to support conferences, workshops, and other meetings.

The infographic below summarizes key tips for submitting competitive conference and workshop proposals. Contact your MCB program director with questions or comments.

*Budget with Justification – Additional budget guidelines include the following:

  • Attendees whose primary purpose at the meeting is to learn and receive training are considered participants and their costs should be listed on Lines F. 1-4, “Participant Support Costs.”
  • Speakers and trainers generally are not considered participants; their costs should be listed on the appropriate line, e.g., “Other Direct Costs: Other” (Line G.6). [PAPPG Chapt II.C.2.v Participant Support]
  • Indirect costs do not apply to the “Participant Support Costs” category, but they do apply to all other categories at the organization’s federally negotiated rate. Absent this rate, the organization may request a de minimis indirect cost rate of 10% of the modified total direct costs without providing supporting documentation or may elect not to charge indirect costs. [PAPPG Chapt II.C.2.g.viii Indirect Costs]
  • Supported participants should be members of the US scientific community (e.g., individuals working in US institutions). [PAPPG Chapt I.E. Who May Submit Proposals]
  • Federal funds must not be used to pay for alcoholic beverages or for entertainment. [Chapt II.2.xiii. Allowable and Unallowable Costs]

TOP FIVE TIPS FOR PREPARING AN AWARD BUDGET

Whether you are a first-time investigator or a seasoned NSF-funded researcher, a correctly prepared award budget can help you prevent delays in starting your research. We asked MCB program directors to tell us their top tips on completing a proposal budget. While these tips are helpful, MCB reminds PIs to always refer to the Proposal & Award Policies & Procedure Guide (PAPPG) for guidance on proposal submission. In addition, follow any specific instructions or restrictions included in the program announcement or program solicitation to which you are applying.

Tip 1: JUSTIFY COSTS LINE BY LINE, NOTING THE LINE NUMBER OF THE BUDGET CATEGORY IN THE BUDGET JUSTIFICATION. Tip 2: GRADUATE TUITION AND/OR HEALTH BENEFITS MUST BE PLACED IN (G.6. OTHER) RATHER THAN (F. PARTICIPANT SUPPORT). Tip 3: WHEN SUBMITTING A SUPPLEMENTAL FUNDING REQUEST, THE INDIRECT COST RATE SHOULD BE THE SAME AS THE PARENT AWARD. Tip 4: REQUESTS FOR MORE THAN 2 MONTHS OF SALARY SUPPORT FOR SENIOR PERSONNEL MUST BE CLEARLY JUSTIFIED. Tip 5: IF IT IS UNIVERSITY POLICY TO NOT CHARGE INDIRECT COST ON A SPECIFIC EXPENSE, THIS SHOULD BE STATED IN BUDGET JUSTIFICATION.