Cycle 9 Cost Proposal Instructions

Stage 2 Cost Proposals

The cost proposal process is detailed below, with separate instructions for proposing PIs and Co-Is.

The deadline for receipt of the Stage 2 proposals is 13 September 2007 at 6pm EDT.

See also, if necessary, instructions for

resubmissions via RPS
submissions by US Co-Is for a proposal by a foreign PI
submissions by several Co-Is from a single institution
graduate student PI submissions.

See the SP - Grant Awards page for information not included here.

Information for PI Stage 2 Submissions

Each proposing PI should submit cost proposal materials containing his/her own budget requests as well as the budget requests of any Co-Is seeking funding. It is planned for grants to be issued directly to the Co-Is institution, to avoid double-charging of institutional overheads. In order to avoid logistical difficulties, Co-I budgets arriving under a separate cover from PI budgets will not be accepted.

The PI cost proposal must include:

The Chandra Cost Proposal Cover Page Form with institutional signature included, and a budget using the Budget Form. Both can be found at http://cxc.harvard.edu/cgi-bin/RPS/Chandra_Budget/RPS.pl. The PI's Budget Form *must* include the totals of the Co-Is' budgets as line items. Please use the Remote Proposal Submission (RPS) system for electronic submission of the Cover Page, Budget Form, and budget justification. After you submit electronically (click "Verify," then "Submit,") RPS will return a postscript file of the Cover Page and Budget Form which can be used for the hardcopy submission. Both electronic and hard-copy submission are required. If electronic submission is impossible for you, we will accept hardcopy only. In addition, a budget may be included which is prepared according to the guidelines of the proposing institution.
A one or two page budget justification. This should include a breakdown of the work assignments for all funded investigators taking part in the investigation and justification of any major purchases including workstations.
A list of current or currently proposed research support from all sources for the PI and any funded Co-I's. For current support (in any period that will overlap with this award) and pending support (including continuations of multiple year awards) include the name of the investigator, project title, sponsoring agency, period-of-performance and amount of award, and commitment by each investigator in units of full-time equivalent (FTE) work year.
A copy of the applicant institution's federally-approved indirect cost rate agreement. One copy per applicant institution is sufficient.
Any required foreign endorsements per the instructions in Section 3.3 of the CfP.
The signed Cover Page, Budget Form and budget justification of each Co-I requesting funds. Note that these are submitted in hard copy form only, under the same cover as the PI cost proposal materials.
In addition to the electronic RPS submission, the original plus seven (7) copies of all above materials must be submitted under a single cover. This is because hardcopy signatures are necessary. These hard copies should be sent to:
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Grant Awards Section
Smithsonian Astrophysical Observatory
60 Garden Street, Mail Stop 22
Cambridge, MA 02138-1516
USA
	
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Required Certifications and Assurances: The signature of the Authorizing Institutional Representative on the Cover Page verifies that the proposing organization complies with the required certifications; therefore, they do not have to be independently signed and submitted.

Information for Co-I Stage 2 Submissions

Each Co-I requesting funding must fill out the electronic Cover Form and Budget form (available by clicking on the blue triangle), which can be found at http://cxc.harvard.edu/cgi-bin/RPS/Chandra_Budget/RPS.pl. Once completed, please do NOT submit this form. Instead click on the "PostScript" button to create a PostScript file of the forms, print this file, sign the forms, and send the original plus seven (7) copies to the PI. S/he will include them in his or her hardcopy submission. The PI must also be informed in advance as to the amount of the Co-I request, since this number must be included in his or her budget form. Each Co-I must also provide a budget justification to the PI, to be included in his or her submission. Co-I budgets arriving under a separate cover from PI budgets will not be accepted.
A copy of the applicant institution's federally-approved indirect cost rate agreement. This should also be sent to the PI for inclusion in his or her hardcopy submission.
A statement of current and pending support (see above for details).

Resubmissions via RPS

If it is necessary to resubmit a revised Cover Page and Budget Form, change the button next to "Cost Proposal Submission" (at the top of the Cover Page) from "Initial" to "Resubmission". Fill out and upload as usual.

Foreign Science Proposal PIs, US Co-Is

If a US Co-I of a proposal with a foreign PI wishes to submit a cost proposal, he or she will act as the Cost Proposal PI. Points to note are (1) at the specified place on the budget form the name of the non-US PI of the science proposal must be given, and (2) just as for US PIs, the cost proposal PI's Budget Form must include the totals of any other US Co-Is' budgets as line items. Please see the instructions for PI submissions for further information.

Multiple Co-I Submissions from a Single Institution

If an instance arises where several Co-Is from a single institution wish to request funding, one must act as an Institutional PI. They should submit a single signed Cover Form, Budget Form, and budget justification to the cost proposal PI which includes all funding requests from their institution. See the Co-I submission instructions for further information.

Graduate Student PIs

Some institutions do not allow graduate students to be cost proposal PIs. In this case, the student's advisor may act as the cost proposal PI. Points to note are (1) at the specified place on the budget form the name of the graduate student, as the PI of the science proposal, must be given and (2) just as for other PIs, the cost proposal PI's Budget Form must include the totals of any other Co-Is' budgets as line items. Please see the instructions for PI submissions for further information.

Last modified: 08/10/07

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