Types of Grant Applications
Letters of Intent (LOIs)
A brief initial application outlining the purpose of your project and your intent to apply for a grant. LOIs are commonly used by both foundations and federal grant programs.
Preliminary Proposals (Pre-Proposals)
A short description of the project that includes basic information, a project summary, and other required documents. Some federal agencies use pre-proposals to streamline the review process or decide who to invite for a full proposal.
Full Proposal
The complete application required to be considered for a grant.
Proposal Approval
The Office of Research and Grants (Grants Office) policy requires that any proposal—whether a letter of intent, preliminary proposal, white paper, full proposal, or letter of commitment/letter of support—be submitted to the Grants Office for approval through our internal intake process ( Grant Intake ) before it is sent to a sponsor.
The Grant Intake process is essential for tracking all grants in progress and obtaining approval for submission. Information needed includes the project title, grant amount, key personnel, a project summary, a draft budget, and funder information.
The intake allows leadership to review the project and confirm alignment with GCU’s priorities before proceeding. The Provost is the final approver in the intake process. Approval from all stakeholders listed below is required for any grant-related submission. Please refer to the process flow graphic for the vetting steps required for approval.
Proposal Development
Every funding opportunity is unique. Be sure to carefully read the funding announcement, proposal preparation instructions, and the sponsor terms and conditions.
The Principal Investigator or Program Director (PI/PD) is responsible for preparing the proposal. The Grants Office offers support with writing, editing, completing documentation, forming the budget, and finalizing the proposal. Involving the Grants Office early ensures ample time for assistance, review, and submission.
Best practices
The Grants Office staff can address most proposal questions. However, for specific technical requirements, investigators should reach out to the Program Officer (PO) responsible for the solicitation, if allowed. Check if the sponsor has issued FAQs that might address your questions; otherwise, investigators can email the PO with a brief description of the proposed project and their questions. Program officers often provide valuable feedback, but reaching out early in the proposal development process is ideal.
Steps to Engage with a Program Officer:
Key Components of a Full Proposal
Key Proposal Documents for Federal Grants
Provides essential information about the project, including the title, applicant organization, and key personnel (e.g., Principal Investigator or Program Director).
Purpose:A section that succinctly outlines the project’s objectives and the hypothesis to be tested, usually a single page.
A detailed breakdown of project costs (personnel, equipment, materials, etc.) and an explanation of why each expense is necessary.
Describes the resources available at the institution that will support the project, including lab facilities, equipment, and personnel.
Purpose:Demonstrates partnerships, collaborations, or institutional support that are critical to the project’s success.
Budget Development
The proposal budget is the financial plan for your project, outlining necessary costs that align with the project’s objectives. All costs must follow federal and sponsor guidelines, and both the initial budget and any revisions require approval from the Grants Office.
Some sponsors may provide a specific budget template to use.
Cost Principles
These are the government-wide principles that regulate the allowability of costs for Federally sponsored agreements. All Federal grants are governed by 2 CFR §200 Subpart E – Cost Principles . All Federal contracts are governed by 48 CFR §2.1 . Sponsors have guidelines on expenses they consider allowable and guidance on determining and charging indirect (F&A) costs. For determining what costs are needed when creating a budget, please take into account the following criteria:
If a cost is allowable under the terms and conditions of the agreement, necessary to the completion of the project, and meets all Federal and University regulations, then it is an allowable cost.
A cost is allocable if it directly benefits the project. This means the expense is necessary for advancing the work under the grant or contributes to both the project and other institutional activities. In some cases, it can also be an expense that supports the organization’s overall operation and is partially assigned to the project.
Costs should be considered reasonable by someone using sound judgment, meaning the expense is necessary, appropriate, and not excessive. The expense must make sense for the project and follow university policies.
Costs must be treated the same way across similar projects and funding sources. Whether you’re assigning expenses as direct or indirect costs, you must apply the same methods across all sponsored projects.
Budget Categories (federal grants)
Covers travel expenses required to implement the project. This can include transportation (airfare, mileage), lodging, meals, and other costs related to project-related travel, such as attending conferences or conducting fieldwork. All travel must follow University policy and Federal regulations.
Capital expenditures for major equipment purchases necessary for the project. These are typically items with a high cost and a useful life of more than one year. Many sponsors have guidelines for what qualifies as equipment versus supplies.
Includes expendable items needed for the project, such as office supplies, lab consumables, software, or small tools. These are usually lower-cost items compared to equipment and are used up during the project.
Costs for hiring external consultants or contractors to perform specialized tasks that cannot be handled by internal personnel. This could include expertise in evaluation, data analysis, or curriculum development.
Funds allocated to a partner organization or institution that will carry out a portion of the project. The subawardee is responsible for delivering specific outcomes or tasks as part of the larger project.
Direct costs for supporting individuals participating in the project. These typically include costs for stipends, travel, registration fees, and subsistence for project participants, such as students or trainees.
Any other project-related expenses that don’t fit into the above categories, such as printing, publications, facility rental, software licenses, or tuition remission.
Some grants require the applicant to contribute institutional funds or find matching funds from other sources. This category outlines the amount and sources of matching or in-kind contributions.
Budget Justification
A budget justification is a detailed narrative that explains and supports each expense in your proposed budget. It helps sponsors understand why the costs are necessary for the project. Here are some key points to keep in mind:
*A well-prepared budget justification adds transparency to your proposal, ensuring that reviewers can clearly see how your project’s costs align with its goals.*
