Reseach Foundation ""
""
Home General Information Funding Opportunities Preaward Postaward Human Resources Security Office Forms

U. S. Agency for International Development (USAID)
Helpful Tips for Proposal Preparation via Grants.gov


Before You Start
Proposal Format
Required Sections
Budget Information
Special Requirements
Approval Process
Sponsor Links

Before You Start

The USAID funding announcements vary widely. Submission via Grants.gov is not mandatory for all announcements. If there is a particular announcement you are interested in, please read it carefully and ask your Research Foundation Proposal Administrator (PA) to review it also. He or she can make recommendations for the best possible means of submission.

Important Reminders

  • Grants.gov proposals must be submitted ONE WEEK prior to the agency's posted deadline. This advance submission will allow time to correct any errors that may be detected by the agency.
  • Proposals must be submitted by the institution (Research Foundation).

    Senior Personnel

    For all key senior/key personnel (those who contribute in a substantive, measurable way) the following information should be provided to the PA several days in advance so that it may be entered into the Grants.gov proposal:

    Prefix to name (Mr., Ms., etc.)
    First, Middle, and Last Name
    Suffix to name (Jr., II, etc.)
    Position/Title, Department, Organization Name
    Street address, City, County, State, ZIP
    Phone number, Fax number
    E-mail address

    Note: Students are generally not considered Senior Personnel.

Back to top

Proposal Format

PDF Files

Grants.gov requires all text attachments be submitted as PDF Files.
The PI should prepare text attachments using MS Word and then convert those files to PDF before sending to the PA.

Format Specifications for All Files

Language

USAID applications must be submitted in English

Spacing

Spacing (single or double) will vary please check announcement

Font size

Use a 12 point typeface

Page Margins

Use a standard 8.5" by 11" paper with 1 inch margins on top, bottom, left, and right.

Page Limits

Page limits will vary with announcements. Please check announcement.

Back to top

Required Sections

Below is a list of the sections that appear to be standard with USAID and that should be sent to the PA to complete the Grants.gov submission:

  1. Budget Information (Standard Form 424 and supporting narrative)
  2. Executive Summary (check announcement for page limit)
  3. Body of Application (has page limits and specific requirements, please check announcement)

    Should include:

    • Table of Contents
    • Executive Summary
    • Program Description
    • Goal and Objectives
    • Background/Problem Statement
    • Partners and Their Expected Roles and Resources
    • Proposed Interventions/Technical Approach
    • Expected Impact
    • Duration of Activity
    • Role of USAID (if applicable)
    • Letters From Partners
    • Detailed Budget and Financial Plan
    • Relevant Organizational Experiences of Recipient and Partners
    • Implementation Schedule

  4. Attachments (page limits)

    Should include:

    • Draft Letter of Intent from Partners
    • Memorandum of Understanding from all Partners
    • Curriculum Vitae for Key Staff

Note: This list could vary with program announcement. Check each announcement carefully.

Back to top

Budget Information

Budgets

  • Budgets must be submitted using Standard Form 424 which is included in the Grants.gov file. Your PA will help you prepare the budget preparation and complete the 424 form.

  • Normal Indirect Costs for USAID budgets are calculated at a rate of 45.5% of Modified Total Direct Costs.

    Note: Most USAID proposals require a 25% partner contribution.

    Subcontracts

    If subcontracts are involved, detailed budget information will be needed from them before the total budget can be finalized.

    Back to top

Special Requirements

Subcontracts

Information needed from subcontractors:

  • SF424 Face Page (signed)
  • Detailed Budget and Budget Justification
  • Statement of Work
  • Curriculum vitae for PI and Sr/Key Personnel
  • Letter of intent from partner

These items need to be mailed in hard-copy format from the subcontract institution.

Within the Grants.gov proposal, there is a budget form for each subcontractor. The PA will e-mail that form to the subcontractor to complete. They will return it to the PA who will then upload it into the Grants.gov proposal. This must be done early in the process.

Certifications and Assurances

Your PA will discuss any required certifications and assurances with you and will notify you as to the information needed.

Partner Contribution

Most USAID proposals require a 25% partner contribution. Please read the program announcement for details.

Back to top

Approval Process

AFTER THE PROPOSAL IS SUBMITTED

The Signing Official (SO) will receive an e-mail confirmation from Grants.gov within 48 hours of submission. If any errors are detected and the deadline has not passed, the errors can be corrected. Early submission will allow time to make all corrections before the agency deadline.

Back to top

Sponsor Links

Research Foundation Proposal Administrators
http://rf-web.tamu.edu/preaward/proposaladm.html

USAID's website for guidelines
http://www.usaid.gov/

Grants.gov search results for USAID announcements
http://www.grants.gov/search/search.do?mode=AGENCYSEARCH&agency=USAID

Please review our web-site for information on submitting RF proposals through Grants.gov

  1. http://rf-web.tamu.edu
  2. Click on Items of Interest - "How to submit Grants.gov proposals through the Texas A&M Research Foundation"
Research Foundation Home