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The Grants Process

grants process

For new principal investigators, or even for long-time KU faculty members, the process of seeking and obtaining an externally funded research or training grant can be challenging. Here is a summary of the process you should follow, along with contact information for the people who can provide immediate assistance as you proceed.

Step 1- Find Funding

  • Before you can seek a grant, you need information about available options. Research Development generates a monthly Funding Opportunities bulletin and provides other funding information that supplements what PIs may receive or obtain on their own from other sources

Step 2- Prepare Proposal

  • To submit a proposal request, please email kucrpremgmt@lists.ku.edu or contact your preferred research center.
  • All proposals and any pre-proposal with budget information or that needs an institutional approval must be reviewed before submission to a funding agency. The Pre-Award Services department strives to facilitate the proposal process for external funding to the KU Lawrence research community, providing assistance to administrators, faculty and staff in preparing, reviewing, approving and submitting competitive proposals for all funding agencies.
  • If the proposal mandates cost-share or matching funds, contact your department, research center or dean, or request funds from KU Research by calling 785-864-7298. Also, consult the KU policy.
  • If contractual language is involved, this will be reviewed internally prior to submission.
  • Do you expect intellectual property or technology transfer issues? Contact KU Center for Technology and Commercialization at kuctc@ku.edu or 785-864-6401.
  • If your research will involve animals, contact the Institutional Animal Care and Use Committee (IACUC) at iacuc@ku.edu.
  • If your research will involve humans, contact the Human Research Protection Program at irb@ku.edu.

Step 3- Submission of Proposal

  • All pre-proposals and proposals containing any type of budgetary information must be reviewed and approved by the authorized signatory (Director, Research Administration).  
  • Pre-Award will assist with all hard copy and electronic submissions.

Step 4-Award Acceptance & Compliance Consideration

  • Acceptance of all sponsored project terms and conditions will be provided by the authorized signatory (Director, Research Administration).
  • Prior to award set-up, all other compliance conditions must be met.

Step 5-Award set-up

  • Sets up the award in PeopleSoft Financials and issues the Sponsored Project Budget Summary containing the project ID referenced when expending funds.
  • Reviews and countersigns documents and correspondence to funding agencies.

Step 6-Monitoring Finances

  • Compliance with guidelines of OMB Circulars A-21 Cost Principles, A-110 Administrative Requirements and A-133 Audits, adhere to University policies and comply with awarding agency rules and regulations.
  • Cost-sharing documentation and verification.
  • Effort reporting for individuals who are paid on sponsored projects, or who have effort devoted to a sponsored project via any committed cost-shared activity.
  • Invoicing and financial reporting.

Step 7-Close Out

  • Once the project is concluded, there are several reports to complete and submit.  For a full list of items, reference the Closing Out an Award information.