Definitions and FAQs

This guide is intended as a quick reference guide that provides basic information for faculty and staff preparing grant proposals. It complements the Institute for Public Service Grants Handbook, which provides more detailed information. Note that all required forms are available at http://www.ship.edu/Public_Service/Forms/

University Approval

All extramural grant proposals must be reviewed and approved by University senior staff before submission.

Be sure to fill out a Request for Authorization to Apply for External Funding form (see Forms section) and obtain department chair's and dean's signature of approval.

Submit the form to the IPSSP no later than 5 working days prior to the deadline for your grant proposal (10 working days in the case of electronic submissions, such as Grants.gov).

Direct / Indirect Costs:

Direct costs include: personnel, fringe benefits, travel, equipment, supplies, contractual, and some other expenses.

Indirect costs include: administrative costs, such as grant accounting and personnel, use of facilities, etc. Indirect costs are normally calculated as 45% of all salary, benefit, and wage costs for on campus programs and 17% for off-campus programs.

Some granting agencies require an alternative method (e.g. 8% of total costs, excluding equipment), so it's a good idea to contact the Institute for Public Service and Sponsored Programs (x1251) for assistance with calculating indirect costs.

Matching funds

Many granting agencies require that some percentage of total support come from other sources and refer to these contributions as a match.

Consider all opportunities to include in kind matches, such as professional time donated to the project. The university may have funds available for matching costs.

Contact the Institute for Public Service and Sponsored Programs (x1251) for more information.

Sponsored Programs
Student Research
Public Services