Grant Application and Submission Deadlines
Background
The VMRF Department of Contracts & Grants is available to assist Principal Investigators and their staff with the process of submitting grant proposals. Proposals with 50% or more of the research being conducted in VA/VMRF space must be submitted through VMRF. In order for applications to be completed and reviewed in a timely manner, it is essential to adhere to VMRF’s policy regarding application submission deadlines.
Overview:
(For purpose of reference, the following refers to NIH grants. However, the grant timeline is the same for all grants and subcontracts submitted through VMRF.)
For NIH grants, the latest version must be used (PHS 398 revised forms 9/04). These forms are available at http://grants2.nih.gov/grants/forms.htm. If requesting up to $250,000/year in direct costs, the modular grant format is usually used. VMRF requires detailed budgets for the modular grants for internal use.
VMRF will prepare the following:
1. Face page
2. Budget page (Identification of grant personnel/positions and percentage of Effort and other projected costs are imperative to the budgets being completed.)
3. Budget for Entire Proposed Period
4. NIH Checklist
5. Letter of consortium/intent (for subcontracts only)
In the case of subcontracts, the prime recipient institution of the grant award (i.e. the institution which will be recipient and administrator of all funds should award be made) sets the due date for subcontract documents. The “due date” that the VMRF investigator should then adhere to is the one set by the prime institution, not the date set by the agency.
VMRF Checklist and Conflict of Interest forms must be completed before any grant or subcontract application may be submitted on behalf of VMRF. The Principal Investigator and the respective VA Service Chief of the PI’s department must sign the VMRF Checklist. It is the responsibility of the Principal Investigator and/or their staff to obtain these signatures and forward these forms to VMRF before the due date of the grant application.
The Conflict of Interest form (Form 2000 for federally sponsored projects; Form 300 for non-federally sponsored projects) must be completed and signed by the Principal Investigator. All key personnel who are so-named on the grant proposal must also sign Form 2000. If any person reveals that there may be a conflict of interest with the project (a “yes” answer), Form 2000-U or 300.1 (respectively) must be completed in addition to the initial Conflict of Interest form to identify the prospective conflict of interest. The submission deadlines are as follows:
| 2 weeks prior to due date | Administrative portion of application to the appropriate Contracts and Grants Administrator for review, which includes the following:
1. Abstract |
| 5 days prior | Completed grant to the Contracts and Grants Administrator and VMRF will make copies |
Late submissions, after 5 days prior to submission, require pre-approval by the VMRF Contracts & Grants Manager.
Additional Information:
Equipment: VMRF equipment threshold is $5,000. Generally, items less than $5,000 are not defined as equipment (unless otherwise defined by individual agency).
Performance sites:
Veterans Medical Research Foundation, San Diego, CA Veterans Affairs San Diego Healthcare System, San Diego, CA
Key Personnel: For key personnel members with affiliations with VMRF, VASDHS and UCSD, the affiliations should be listed in the following order: VMRF, VASDHS, UCSD
Human Subjects: If there is a current UCSD IRB approved protocol, the protocol number should be listed on the VMRF checklist. In addition, the Principal Investigator should provide VMRF with the human subject use approval letter. If a protocol has not been approved or not applied for, a “pending” status is acceptable for grant submission, although approval must be obtained by IRB before a VMRF fund number can be assigned.
Animals: VMRF must be provided with a current/pending approval by the VMU. This information must be listed on the VMRF checklist and a copy of the IACUC approval must be forwarded to VMRF.
Approved by the VMRF Board of Directors: 11/05/03