KIPAC Proposal Preparation

Proposal Preparation and Submission

Proposal Initiation
Waivers
PI Eligibility
Budgets
Budget Justifications
SU-42 Proposal Routing Form
Subawards
Sponsor Specific Forms
Institutional Review and Signature
- SLAC PI
- Stanford PI
Submission
Helpful Resources

**Proposal initiation**
PI	KIPAC Administrator
Contacts KIPAC Director and or Associate Director, Administrative Director and or Sponsored Research Administrator in advance for planned proposals. Provides project title and due dates.	Notifies PI of internal requirements and deadlines. Facilitates timely and compliant proposal submission.

**Waivers**
Type	Stanford PI	KIPAC Administrator
PI Eligibility	For Stanford waivers, prepares waiver memo with guidance from administrator and forward the the Dean of Research Office.	For SLAC waivers, prepares memo and forwards for approval and signature to PPA Director, SLAC Director and Stanford Dean of Research.

**Budgets**
Stanford PI	SLAC PI	KIPAC Administrator
In collaboration with the administrator, develops the project budget draft.	In collaboration with the administrator, develops the project budget draft. If the proposal budget is less than $30,000, 2% of the unburdened PI salary is charged to the proposal. If the proposal budget is more than $30,000, 5% of the unburdened PI salary is charged to the proposals.	Reviews and finalizes proposal budget for compliance with sponsor requirements and statutory pay limits.
Depending on the sponsoring agency, initiates the online entry.	Depending on the sponsoring agency, initiates the online entry.

**Budget Justifications**
PI	Administrators
Composes the budget justification.	Reviews budget justification for consistency with budget. Ensures that mandatory statements are included.

**SU-42 Proposal Routing Form**
Administrators	PI	Administrators
Initiates SU-42 and routes to PI.	Reviews and signs SU-42.	Confirms and approves proposed commitments of space, effort, and cost sharing. Obtains all signatures, including those for faculty from other departments and manages the routing. Reviews and approves completed SU-42.

**Subawards**
PI	Administrators
Provides the administrator with names of subaward PIs and institutional officials' contact information.	Obtains statement of work, detailed budget and justification, subrecipient commitment form, and other required forms from each subrecipient institution. List of requirements.
For each subrecipient, provides appropriate Fair and Reasonable Cost Analysis Form, and Sole Source Justification Form. OSR Forms.

**Sponsor Specific Forms** (NSPIRES, FastLane)
PI	Administrator
Prepares all sponsor forms excluding signature pages, budget forms, and representations & certifications if needed.	Reviews for completion and accuracy.
Obtains required institutional letters of support from Chair, Dean, etc.

**Institutional Review and Signature**
**PI is** **rostered at SLAC or SLAC personnel are paid**
PI	SLAC	Administrator	Stanford
Submits complete and final proposals to the administrator in accordance with Stanford University's internal deadline policy. If using online forms, released the proposal for submission.	After review, the administrator forward a budget, budget justification and the SLAC internal form, Check List to PPA Financial Planner for review and approval.	Prepares Stanford form, SU-42 and a complete proposal packet for review by SLAC CFO. .	Office of Dean of Research reviews, approves and forward the form to Office Of Sponsored Research (OSR).
If internal deadline will not be met, prepares and submits waiver request for an extension to the internal deadline. This request is submitted to the Associate Director of OSR.	SLAC CFO reviews and approves.	Forwards completed signed packet to the Office of Dean of Research for approval.	OSR reviews and submits the form.

**Institutional Review and Signature**
**PI is** **rostered at Stanford**
PI	Administrator	Stanford
Submits complete and final proposals to the administrator in accordance with Stanford University's internal deadline policy. If using online forms, released the proposal for submission.	Prepares Stanford form, SU-42 and a complete proposal packet for review by the Office of Dean of Research. .	Office of Dean of Research reviews, approves and forward the form to Office Of Sponsored Research (OSR).
If internal deadline will not be met, prepares and submits waiver request for an extension to the internal deadline. This request is submitted to the Associate Director of OSR.		OSR reviews and submits the form.

**Submission**
OSR	Administrator
Submits electronic proposals when the sponsor requires submission by Institutional Official.	Copies and mails if hard copy is required.

Helpful Resources:

Last updated on 05/16/2008
Page owner: Ziba Mahdavi