IAB Proposal Office (pre-award)

The IAB Proposal Office provides pre-award support including proposal formatting, preparation of budgets and budget narratives, compilation of required documentation, coordination with the UAF office of sponsored programs, and electronic submission.

Email: UAF-IAB-Proposals@alaska.edu.

Sandra Preshaw

Proposal Coordinator
302A Irving 1


UAF funding opportunity database

If you're a principal investigator, research administrator, faculty member, or student involved in the research process, UAF has a new research administration service for you. It's called InfoEd. While the entire system is not yet functional, you can currently access InfoEd's Sponsored Projects Information Network (SPIN) - InfoEd calls it the world's largest database of funding opportunities.

Training is available from UAF's Office of Grants and Contracts Administration. Contact: uaf-infoed@alaska.edu


Overview of the Proposal Process

  1. Notify proposal coordinator Sandra Preshaw (x6176) of your intent to submit a proposal as soon as possible. Provide the program announcement and a preliminary budget and schedule time to meet with Sandra.
  2. Budgets that include subawards require extra documentation. Notify the coordinator if a subrecipient is included in the proposal.
  3. Send required documents as they are completed to the coordinator for formatting review.
  4. Send final electronic copies of all agency-required documents to the coordinators 10 working days prior to the deadline for final formatting, review and signatures.
  5. IAB fiscal technicians will review the budget and justification according to agency, university and federal guidelines.
  6. IAB Director, Brian Barnes will review the proposal.
  7. UAF Office of Sponsored Programs (OSP) will review the proposal and obtain a final signature by UAF's Authorized Organizational representative. OSP requires that we give proposals to them at least 5 working days prior to the submission deadline. If a proposal is not given to OSP within the specified timeframe, there is no guarantee your proposal will be sent to the agency by the deadline.

Please note: Changes and/or corrections can be expected at any of these review stages.

Reminder. When an agency asks for the applicant address, the following should be used. Note that this is not the address of the PI or school/institute/department. This address references the UAF Office of Grants and Contracts, where awards should be sent.

University of Alaska Fairbanks, PO Box 757880, Fairbanks AK 99775-7880


Preparing Proposal Budgets - Overview

A UAF budget and budget justification are required for every proposal, regardless of agency requirements (per OSP policy).

The spreadsheet will automatically calculate salaries based on the following formula:
For example, a faculty member's salary for 2 mos at $40/hr:

($40/hr)(174hrs/mo)(2 mo)(1.5% leave benefit rate) = $14,128 in salary
($14,128 salary) (31.2% fringe benefit rate) = $4,408 in staff benefits

For budgets with multiple years of funding, the spreadsheet will automatically calculate an annual increase to your salary each year to account for inflation. These spreadsheets are protected. If you have questions about the templates, please contact the IAB Business Office.

Proposals involving less than the full overhead rate of 50.5% need to be pre-approved by IAB director Brian Barnes and, if possible, advance notice given to IAB proposal coordinators for the extra document and approval process. 


Rates of Pay

Status Wages Benefits
Post Docs and Research Scientists (FY16) These are Minimum Rates
   Years One and Two – non-union (min. $19.87/hr) includes 0.1% Leave rate
      • 9 month contract $31,679 $9,852
      • 12 month contract $42,239 $13,136
   Year Three – union represented (min. $21.46/hr) includes 1.5% leave rate
      • 9 month contract $33,120 $10,049
      • 12 month contract $44,160 $13,955
Research Technicians (FY16)  (min. $14.66/hr)
      • One month temporary (0% leave rate) $2,551 $222
      • One month benefited (22.4% leave rate) $3,112 $1,771
Graduate Students — Typical Stipend Rate (Fall 2015)
   Graduate Students who holds Bachelors - $23.67/hr - Add yearly health insurance $2,200
      • Academic Year Stipend $17,989 $0
      • Full-time Summer Stipend $13,255 $1,153
      • Half-time Summer Stipend $6,628 $577
   Ph.D. student who holds a Masters - $25.48 - Add yearly health insurance $2,087
      • Academic Year Stipend $19,365 $0
      • Full-time Summer Stipend $14,269 $1,241
      • Half-time Summer Stipend $7,134 $621
   Ph.D. student who has passed comp. exams - $27.43/hr - Add health insurance $2,087
      • Academic Year Stipend $20,847 $0
      • Full-time Summer Stipend $15,361 $1,336
      • Half-time Summer Stipend $7,680 $668
For budget purposes in a proposal please contact the proposal coordinators.


Student Stipends, Tuition, and Health Care

A student working 20 hrs/wk for two semesters works a total of 760 hours. A student working 40 hrs/wk all summer works 560 hours. FT summer work also accrues staff benefits of 8.2%. Total hours for a whole year: 1320.

  • Graduate Student Salary for FY16

Holds Bachelor Degree - $23.67/hr, ($946.68 biweekly)
Holds Master Degree - $25.48/hr, ($1,019.26 biweekly)
Has Passed PhD Exam - $27.43/hr, ($1,097.16 biweekly)

  • Check the UA Student Assistant Salary Table (pdf file) for Undergraduate Student Rates. Undergraduate students hired for research projects are usually Grade 4.
  • You must request tuition for a graduate student researcher unless the agency expressly refuses to fund tuition (include documentation with proposal.) If you wish to supply tuition from another source, please include a memo confirming the source and available funds.

In-state grad tuition is $423 per credit per year with a 10% increase each year tuition is requested.

Out-of-state grad tuition is $864 per credit per year with a 10% increase each year.

Please click the link below for the most current graduate student health insurance rates.

Health Insurance Rates


Facilities & Administration Costs (F&A)

Calculating F&A

  1. Add up all project costs to get your (TDC) total direct costs.
  2. From the TDC, subtract student tuition, equipment in excess of $5000 per item, participant support, and subcontract costs after the first $25,000. F&A cannot be charged on these items. The remaining amount is known as your Modified Total Direct Costs (MTDC).
  3. (MTDC)(50%) = F&A costs. (50.5%)
  4. F&A costs + TDC = Total Project Cost

Please visit the OSP web site for information regarding Reduced & Off-Campus F&A rates at
F&A Rates .

Current facilities and administration (F&A) costs rate: 50.5% * (For proposals that do not allow full F&A cost recovery, please contact the IAB Director, Brian Barnes.)


Recharge Center Rates

If you are planning to use any of the UAF RECHARGE CENTERS, please see the following documents for their rates.


All organizations subcontracting to UAF must provide:

  1. Budget
  2. Budget Justification
  3. Scope of Work
  4. UAF Subrecipient Form, completed and signed
  5. Other documents as needed (e.g. CV and C&P, Facilities & Equipment, etc.)

All UAF investigators subcontracting to other organizations should provide the same information. The subcontract will be internally processed the same as a standard proposal and will need to get all the required approvals at all levels.


Important Notices for NSF Proposals

Beginning January 2012, the Division of Environmental Biology (DEB) and Integrative Organismal Systems (IOS) will be instituting an annual cycle of preliminary and full proposals. Preliminary proposals will be accepted in January and a binding decision will be made to invite/not invite full proposals for submission in August. Full proposals received that were not invited will be returned without review. A limit on the number of submissions of preliminary proposals accepted from each proposer is also described in this solicitation. After July 13, 2011, the Division will no longer accept full proposals without invitation to its core programs except in the case of (1) proposals submitted in response to the CAREER, OPUS, RCN, PGRP or DDIG solicitations; or(2) special proposals that are described in the Grant Proposal Guide, i.e., RAPID, EAGER, workshops, and supplement requests. All other submissions to the core programs must first be in the form of a preliminary proposal, with full proposals submitted only after invitation.

In a given year, an individual may participate as a PI, co-PI, or lead senior investigator of a subaward on no more than two preliminary proposals submitted in response to each Division solicitation (DEB or IOS). Preliminary proposals in excess of the limit for any person may be returned without review in the reverse order received. "PI, co-PI, or lead senior investigator of a subaward" refer to the role an individual would play in a full proposal including all parts of a collaborative proposal. Participating in a proposal as other senior personnel does not count in this limit. It is the responsibility of the submitters to confirm that the entire team is within the eligibility guidelines. Changes to the team post-submission to meet the eligibility limits will not be allowed.

This limit does not include proposals to other solicitations [e.g., Research Coordination Networks (RCN),Opportunities for Promoting Understanding through Synthesis (OPUS), Ecology and Evolution of Infectious Diseases (EEID), Dynamics of Coupled Natural and Human Systems (CNH), Doctoral Dissertation Improvement Grants (DDIG), Assembling the Tree of Life (AToL), Long-Term Ecological Research (LTER), Faculty Early Career Development Program (CAREER)] or to core programs in other BIO Divisions [Molecular and Cellular Biosciences(MCB), Integrative Organismal Systems (IOS) and Division of Biological Infrastructure (DBI)]. However solicitations may have their own limit guidelines so be sure to review those carefully for details. Please consult the DEB website for answers to frequently asked questions.
For more details regarding DEB solicitation see: http://www.nsf.gov/pubs/2011/nsf11573/nsf11573.htm
IOS solicitation: http://www.nsf.gov/pubs/2011/nsf11572/nsf11572.htm

New formatting limitations are effective June 1, 2007. Use of only approved typefaces identified below, a black font color and font size of 10 points or larger must be used. Allowed typefaces are: Arial 11, Courier New, or Palatino Linotype at a font size of 10 points or larger or Times New Roman at font size of at least 11 point. No more than 6 lines within a one inch vertical space and one inch margins in all directions.

The Project Summary must clearly address in separate statements (within the one page summary): (1) the intellectual merit of the proposed activity; and (2) the broader impacts resulting from the proposed activity. See the NSF Grant Proposal Guide (GPG) for further instructions.

The Project Description must describe as an integral part of the narrative, the broader impacts resulting from the proposed activities. Examples illustrating activities likely to demonstrate broader impacts are available electronically on the NSF web site at: http://www.nsf.gov/pubs/2003/nsf032/bicexamples.pdf. See the GPG for further instructions.

Don't forget to include Results from Prior NSF Support for ALL Co-PI's of the proposed activities in your Project Description. You must report on results from the most closely related project for each investigator:

  1. NSF award number, amount, title, and period of support
  2. summary of results, including any contributions to the development of human resources in science and engineering
  3. publications resulting from NSF award
  4. brief description of available data and/or products not described elsewhere
  5. if proposal is for renewed support, a description of the relation of completed work to proposed work.

Postdoctoral Researcher Mentoring Plan. Each proposal that requests funding to support postdoctoral researchers must include, as a supplementary document, a description of the mentoring activities that will be provided for such individuals. In no more than one page, the mentoring plan must describe the mentoring that will be provided to all postdoctoral researchers supported by the project, irrespective of whether they reside at the submitting organization, any subawardee organization, or at any organization participating in a simultaneously submitted collaborative project. Proposers are advised that the mentoring plan may not be used to circumvent the 15-page project description limitation.

Data Management Plan. Proposals must include a supplementary document of no more than two pages labeled "Data Management Plan". This supplement should describe how the proposal will conform to NSF policy on the dissemination and sharing of research results and may include:

  1. the types of data, samples, physical collections, software, curriculum materials, and other materials to be produced in the course of the project;
  2. the standards to be used for data and metadata format and content (where existing standards are absent or deemed inadequate, this should be documented along with any proposed solutions or remedies);
  3. policies for access and sharing including provisions for appropriate protection of privacy, confidentiality, security, intellectual property, or other rights or requirements;
  4. policies and provisions for re-use, re-distribution, and the production of derivatives; and
  5. plans for archiving data, samples, and other research products, and for preservation of access to them.

A valid Data Management Plan may include only the statement that no detailed plan is needed, as long as the statement is accompanied by a clear justification.


Important Notices for NIH Proposals

All NIH Applications Require an NIH eRA Commons Account for all PI and Co-PI

NIH Application Guide (Instructions and Forms)

  • Electronic Submissions SF424
  • Non-Competing Grant Progress Report PHS 2590

Instructions for NIH proposals