Oregon State University

Frequently Asked Questions

Budget Development

Cover Page



Electronic Submissions


Budget Development

I am submitting a proposal with a subaward to another University. What kind of documentation do I need from the other University?

For proposals in which OSU is the lead organization and is subcontracting with another organization, Sponsored Programs needs to approve a project narrative and budget for the subcontractor. Additionally, a signed letter or email from the organization's Authorized Organizational Representative must be included, along with a copy of the organization's negotiated F&A cost rate, if available.

I am submitting a revised budget that needs a signature from an Authorized Organizational Representative. What does Sponsored Programs need to process this information?

For a revised budget that needs Authorized Organizational Representative signatures, Sponsored Programs needs a copy of the new budget and any other materials being submitted to the agency. If any changes have been made to the project narrative, a copy of the new narrative should be supplied as well. If the sponsor does not request signature of the Authorized Organizational Representative, Sponsored Programs does not need to review the revised budget however it should be attached to the approved Cayuse proposal.

The agency I am applying to limits indirect costs to 10%. What do I need to do for Sponsored Programs to accept this rate?

If the sponsor limits or does not allow F&A costs, the investigator must attach a copy of the sponsor guideline stating the F&A cost policy to the Cayuse proposal. Sponsored Programs will accept this limitation if it is a standard policy applied across all applicants for the sponsor or the sponsor’s specific program.

What kind of documentation is required for showing cost share in a proposal?

Any University cost-share commitments should be indicated within the Cayuse proposal, and the proposal must be authorized by the appropriate authorizing official for the source of those funds. This may require the manual addition of the required IPF Approvers to the Cayuse proposal.  External commitments need to be documented by letter or email from an authorized official.

I am writing a multi-year budget. How much should I increase budget categories each year?

Sponsored Programs encourages investigators to include a reasonable increase in all budget categories to account for inflation in subsequent budget years. Typical increases for salaries and fringe benefits are 1-3% per year, and for tuition 5-10% per year.

What is the difference between a subaward and a procurement?

When budgeting work is being performed from an outside organization, it is important to properly identify the work as a subaward or a procurement. Please refer to this document that explains the difference between the two types of activities:
Subcontract Vs. Procurement.

Cover Page

I am filling in my Agency cover page and they are asking for a Tax Identification Number. Where can I get this information?

The TIN number and other frequently-needed OSU information are available at the following site. Be aware that this information changes frequently, so it is recommended to bookmark this page rather than printing the information.  http://oregonstate.edu/research/osp/proposal-cover-page-application-information


What does Sponsored Programs need to sign my NIH Grant Progress Report?

Sponsored Programs needs a copy of all information being sent to NIH, a completed Cayuse proposal and the original PHS cover sheet for signature.



I am new to the proposal process and need to know what Sponsored Programs needs to review and sign my proposal.

Sponsored Programs needs to approve proposals through Cayuse. Cayuse requires a project narrative and budget. In addition, any other forms being submitted to the sponsor must be attached to the Cayuse proposal for approval by Sponsored Programs.

What is the turn-around time for proposals?

Sponsored Programs requires a minimum of three working days for review and approval of a proposal. Under extraordinary circumstances, and if the office is notified in advance, Sponsored Programs may be able to review proposals in a shorter time.

I am submitting a proposal to another University as a subcontractor. What do I need to send through Sponsored Programs for approval?

A proposal being submitted to another organization, for inclusion in a project in which OSU will serve as a subawardee, is regarded as all other sponsored research projects. Sponsored Programs needs a Cayuse proposal, a project narrative and budget representing OSU's portion of the project. The investigator should contact the lead organization to determine if there are additional requirements specific to the lead organization.

Electronic Submissions


I have lost my NSF Fastlane password, and I need to login. What can I do?

You need to change your password.
Reset it yourself at https://www.fastlane.nsf.gov/jsp/homepage/proposals.jsp - select the Password Reset tab. Or, call (7-4933) or email (sponsored.programs@oregonstate.edu) Sponsored Programs and we will reset your password.

I have never registered for a Fastlane account. What do I need to do to register?

Supply the information from the following form (pdf) to Sponsored Programs:

I am submitting a proposal via Fastlane and am collaborating with another university. How do I manage the collaborative proposal submission?

Procedures for submitting collaborative proposals to NSF depend on whether OSU is the lead institution. Consult the Grant Proposal Guide for guidelines and instructions.

Contact Info

Office of Sponsored Programs
Research Office
Oregon State University
B308 Kerr Administration
Corvallis, OR 97331
Phone 541-737-4933
Fax 541-737-3093
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