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Office of Sponsored Programs

Proposal Process

Budget Preparation

Pre Award must approve all budgets submitted to sponsors.

PI Responsibilities	Pre Award Responsibilities
Send request to Pre Award Administrator Review and request budget revision	Create budget Approve final budget Ensure budget complies with Virginia Tech and sponsor guidelines

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Budget Components

Information Pre-Award needs to prepare budget:

• Cost-Sharing / Matching Funds
• Budget Costs & Rates
• Policies
• FAQs

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Proposal Preparation and Approval

The faculty member, or Principal Investigator (P.I.), initiates the proposal submission process when he/she contacts the appropriate Team in OSP for assistance in preparing a response to a solicitation or for help in preparing a budget that is to be a part of a proposal. We ask the P.I. to forward a copy of the sponsor solicitation to us as soon as possible. A business proposal is required in response to a formal solicitation, and the solicitation must be reviewed by OSP to ensure compliance with sponsor requirements and university and state policies.

• We would like to have a minimum of 4 business days to review and process a solicitation, to ensure adequate time to prepare a quality product.

If your research proposal is an unsolicited one, we recommend that you talk to your prospective sponsor before preparing the proposal, to gauge his or her interest in your project. However, you should be aware that some sponsors have rules that preclude such contact.

As soon as you have completed a rough draft of your budget, please contact a member of your OSP team for an appointment to assist you in your budget preparations. Our staff members will ensure that your pricing conforms to university policies and they can provide you with information you may need on wages, fringe benefits, and indirect costs, and will draft the budget into the proper format for your proposal using any special sponsor forms that you have provided.

We will work with you to finalize your budget so that it conforms to the needs of your prospective sponsor and the university.

It will be your responsibility as principal investigator to have the full proposal — including your technical proposal, the business proposal, and the budget — word processed into its final form.

You will need to have your proposal package and finalized budget approved by your department, college, etc. A Proposal Approval Form must accompany your package.

Once you have obtained approvals, please bring a clean, reproduceable copy of the full proposal package and the PIAF to us. The Team member who prepared the budget or business package for the P.I., reviews the budget information and the total package for completeness. The technical proposal is not reviewed. ( NOTE: Do not quantify any type of cost sharing in your technical write-up if it is not shown in your budget.) We will assign your proposal a number and enter it into the Banner Proposal System. This system will enable us to track the progress of your proposal, until it is funded, declined, or withdrawn.