How do I start a Research/Grant Project at MUW?
Research Navigation Starter Kit
What are the steps for proposal development and submission?
- Identify Opportunity – Find Funding using the SPIN database
- Submit for pre-approval on the Internal Approval Sheet (IAS) to Department Chair and to Director of Sponsored Projects
- Write proposal and develop budget
- Submit final proposal, budget and Internal Approval Sheet to the Office of Sponsored Programs ( 7 days before proposal due date ) for approval by Dean, Chief Academic Officer, Chief Operation Officer or Executive Director of Development & Alumni.
- PI works with Director of Sponsored Projects to submit to the funding agency.
What are the common categories for doing a basic budget?
- Personnel (Salaries and Wages)
- Fringe Benefits
- Travel
- Equipment
- Supplies
- Contractual/Subawards
- Indirect Cost
- Publication Cost
- Other Direct Costs
How do I categorize Undergraduate Research Expenses?
To budget undergraduate research expenses successfully, break down your costs into specific, itemized categories. Payment structures vary depending on whether the funds are distributed as hourly wages, flat stipends, or participant compensation. You must clearly justify every expense to demonstrate to the grant committee that your requested amount is reasonable, necessary, and accurately calculated.
How does a contract faculty member calculate summer salary using a per-day structure?
When faculty payments are calculated based on their contract amount, HR uses the number of days in the contract to find the daily rate. This allows HR to be consistent throughout the year, not changing the rate month to month.
Contract amount ÷ Contract days = daily rate
What are allowable, allocable, and reasonable costs?
All direct costs associated with a federally sponsored program must be determined as allowable, allocable and reasonable. This determination is required to support and validate all claims of both direct cost and Facilities and Administrative (F&A/Indirect Cost) reimbursements of funds from the federal sponsoring agency. Allowable, Allocable and Reasonable Cost Policy.
Mississippi Public University Grant Purchasing Guidelines
Examples of direct costs include salary, travel, scholarship, subcontracts, rental of building space, consultant fees
Examples of indirect costs include electricity, water, utilities, and other administrative research services
What constitutes cost share when it is required?
Sponsors may ask that MUW commit allowable expenses for which the research grant will not be charged.
These expenses and the appropriate source must be identified at the proposal stage and appropriate departmental/institutional approvals must be obtained prior to proposal submission.
- What in-kind contributions (donation of volunteer time, space, etc.) will be made to the project?
- What cash contributions (actual cash transactions occur and are documented in the accounting system) will be made to the
project? Allocation of compensated faculty/staff time? Purchased supplies? Purchased equipment? - Cost share the minimum amount required.
- Federal dollars as matching or cost sharing toward another project is not allowed unless you have written authorization from both federal agencies.
- If cost sharing is in a proposal, an obligation will be set up at the time the award is set up. Every effort should be made to meet the obligation within the grant period. Grants whose cost sharing obligation has not been met may be subject to reduction in the award by the agency.
How do I receive payment for working on my sponsored program?
To receive payment for working on your sponsored program you must:
- Have money budgeted within your budget for payment
- Submit the Sponsored Programs Personnel Action form
When can a new hire begin working on my sponsored program?
A new hire cannot begin working on your sponsored program until you:
- Submit the Sponsored Programs Personnel Action form
- Receive notification from Human Resources that your new hire may begin work
Who has to complete an Effort Report form?
Any MUW employee who is receiving payment for working on a sponsored program must complete an Effort Report for the time period they received payment.
Can I make purchases outside of my award period?
No. You can only make purchases during your award period. Additionally, if you make contractual expenses your award can only pay for the portion which falls within your award dates. For example, if you have a 12 month maintenance agreement for a piece of equipment (January – December) but you grant ends the end of September. Your grant cannot pay for months October, November and December.