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Proposal Submission Federal Sponsor Guidelines

When submitting a proposal to a federal sponsor, first review the proposal guidelines thoroughly to determine the deadline, required forms and format, and any additional information pertinent to the proposal submission. Typically all federal proposals are submitted with full Facilities and Administrative costs (F&A); however, some federal agencies such as USDA may restrict F&A. Be sure to read the guidelines carefully to identify the appropriate rates. 

The information below provides proposal guidance for the federal sponsors that provide the majority of support for federally-funded research at SBU.

Federal Sponsor Proposal Submission Portals
Sponsor Standard Proposal Submission
NSF FastLane, Research.gov
NIH ASSIST 
NASA NSPIRES
Other Federal Agencies grants.gov Workspace
Federal Contracts

The  Federal Acquisition Regulations (FAR) and agency-specific supplements are the regulatory foundation for federal contracts. To apply for a federal contract, you apply to a solicitation that contains specific requirements and the anticipated terms and conditions for a resulting contract. It is especially important to start early when preparing a federal contract proposal.

These proposals are lengthy, extremely detailed, and require additional review by OSP.

Requirements in federal contracts, such as e-verify, vendor diversity goals, small business contracting plans, information and security requirements, will impact your budget, therefore it's critical that you plan ahead and inform OSP as soon as you identify an opportunity.

National Science Foundation (NSF)

The NSF uses  Fastlane and  Research.gov electronic systems for proposal submission and proposal and award management. SBU submits NSF proposals through Fastlane. Proposals should be prepared in accordance with the program guidelines and the NSF Proposal & Award Policies Procedures Guide (PAPPG).

All NSF proposals are subject to the rules and regulations of the latest NSF PAPPG. The PAPPG is updated by NSF on an annual basis. Our office offers additional guidance for any significant changes made by the new PAPPG each year. 

Awards from NSF are sent directly to OSP. PIs do not need to provide a copy to OSP. Awards are also available in the sponsor system (FastLane or Research.gov).

For additional proposal submission guidelines, please click here

See  Federal-Wide Research Terms & Conditions & Prior Approval Matrix, Appendix A

National Institutes of Health (NIH)

The NIH  uses the ASSIST electronic systems for proposal submission and eRA Commons for award management. At SBU, you also have  the option to utilize the system-to-system function in myResearch, our electronic proposal submission module, to submit all NIH proposals supported by myResearch.

NIH has recently released their latest version of application packets, known as Forms-G. Applicants must use FORMS-G application packages for due dates on or after January 25, 2022.  Applications submitted using the wrong forms for their intended due date may be withdrawn and removed from funding consideration. 

National Aeronautics and Space Administration (NASA)

NASA  uses their   NSPIRES  electronic systems for most proposal and award management actions. Proposal submission for NASA is completed through NSPIRES.

NSPIRES performs specific error and warning checks before a proposal is submitted.

NASA proposals should be prepared in accordance with the program guidelines and the   NASA Guidebook for Proposers.

Department of Energy (DOE)

The DOE  utilizes Grants.gov for proposal submission. DOE proposals should be prepared in accordance with the program guidelines.

Office of Naval Research (ONR)

ONR  utilizes Grants.gov for proposal submission. ONR proposals should be prepared in accordance with the program guidelines.

Other Agencies:

The remainder of the federal agencies that provide funding, listed below, also utilize Grants.gov for proposal submission. 

All proposals for the following agencies should be prepared in accordance with the program guidelines and any agency specific guidance.

  • Department of Defense (DoD)
  • Department of the Air Force (Air Force)
  • Department of the Army (Army)
  • Department of Education (DOEd)
  • Department of Agriculture (USDA)
    • National Institute of Food and Agriculture (NIFA)
  • Department of Commerce (DOC)
    • National Oceanic and Atmospheric Administration (NOAA)
  • Department of the Interior (DOI)
    • U.S. Geological Survey (USGS)
    • U.S. Fish and Wildlife Service
  • Environmental Protection Agency (EPA)
  • National Endowment for the Arts (NEA)
  • National Endowment for the Humanities (NEH)

Most federal grants are submitted via grants.gov . Most NSF proposals are submitted via FastLane , but some NSF Directorates are beginning to accept proposals via grants.gov.

For additional resources, visit Pivot.