Proposal Preparation Policies

Note: All proposals must be coordinated with the Grants Manager.

Deadlines

SPS Deadline Materials

  • Budget
  • Budget justification
  • Statement of Work
  • Subrecipient documents:
    • Statement of work
    • Budget
    • Budget justification
    • Signed SR Form 1, face page or letter of endorsement
  • Signatures of PI and all co-PIs on Duke Proposal Approval Form (DPAF)

Proposal process starts when the following has been provided:

  • Title, start date, duration
  • Funder due date
  • URL of RFP
  • All personnel names and roles
  • All departments/institutions (with admin contact info if outside Duke)
  • Budget items

Schedule Meetings or provide info in emails as early as possible, but no later than the following:

  • Single/Multiple CS PI Proposals: 10 business days before proposal deadline
  • Multiple Departments and/or Schools and/or Universities or other institutions: 14 business days before deadline as set by lead organization (proposal deadline if Duke is lead)

Limit drop-by meetings to short conversations; use email whenever possible.

The early deadline materials (listed in the blue box above) must be completed 7 business days before the proposal deadline. (Requests for waiver must go to the Chair in writing a minium of 24 hours in advance.)

Provide read-access to ORS as soon as possible and no later than 5 business days before the proposal deadline.

For guaranteed submission, final materials must be uploaded and ORS given permission to submit a minimum of one full business-day before proposal deadline. (Requests for waiver must go to the Chair in writing minimum of two full business-days in advance).

Budget Preparation Resources

Standard Personnel Rates

Note: The following figures are for your convenience only. They are subject to change.

Graduate Student Salaries 2013-14 2014-15 2015-16 2016-17
Academic Year Salary $21,580 $21,580 $22,030 $22,470
Summer Salary, per month $4,795 $4,795 $4,896 $4,993
 Undergrad Student
 Salaries
$9.50-
$17.00
$9.50-
$17.50
$10.00-
$18.00
$10.25-
$18.25
 
 Fringe Rates by FY 2013-14 2014-15 2015-16 2016-17
Faculty & Other Professionals        
Federal Rate 24.3% 24.3% 23.6% 24.5%
Non-Federal Rate 26.3% 26.2% 25.6% 26.5%
Postdocs & Monthly Staff 17.7% 16.9% 16.4% 18.3%
Grad Students 8.8% 9.1% 9.1% 11.3%
Undergrads (summer only) 7.7% 7.7% 7.7% 7.7%
 
 Tuition Remission: 2013-14 2014-15 2015-16 2016-17
Per Semester $3,100 $3,162 33.9%
Avg Rate
Basis
34.6%
Avg Rate
Basis
 
Facilities and Admin
 (F&A) Rate
2013-14 2014-15 2015-16 2016-17
Federal Rate 57% 57% 59% 59%
DoD Contracts & Sub-contracts Rate     62% 62%