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Preparing and Submitting a Proposal

Fringe Benefit Information

OSRP provides comprehensive services for IIT faculty and staff on the preparation, review, approval, submission, management, non-financial reporting requirements, and close out procedures of sponsored project proposals. Our services extend to providing oversight for the pre-administration of awards for grants, contracts and other sponsored-related award instruments for federal and non-federal projects, including industry agreements.

PI Portal

To prepare your routing sheet (Cayuse SP) and prepare your Grants.gov proposal (Cayuse 424). 

NEW! Electronic Routing Sheet Process

  1. Log into the myIIT Portal.
  2. Click on the "Research" tab.
  3. Find the "Cayuse Grant Software" channel.
  4. Click on the "Cayuse Grant Software" link and login.

Budget Templates and Information

Budget and budget justification templates available. An overview of the budget process is also provided. 

Budget Templates

Budget Template: General

Budget Sample

Budget Template: Chicago-Kent

Budget Template: Institute of Design

Budget Template: Stuart School

Budget Template: NIH Modular

Budgeting Information

Budget Basics

Budget Justification With Cost Share

Budget Justification Without Cost Share

NSF New Cost Sharing FAQ

Fringe Benefit Information

Academic Year: Faculty: 20.8%, Summer, 7.70%
All full-time staff: 23.00%
All part-time faculty and staff: 7.70%

For a detailed breakdown of fringe benefit rates, contact OSRP at osrp@iit.edu.

Indirect Cost Information (F&A cost reimbursement rate)

Illinois Institute of Technology (IIT) requires that all grant applications for external funding request the maximum indirect cost rate (also known as the F&A cost reimbursement rate) possible:

  • Applications to Federal Sponsors – All applications to federal sponsors must use our federally negotiated rates as stated in our indirect cost agreement which can be found at:  https://web.iit.edu/gca/rates
  • Applications to Industry and other For-Profit Entities – Indirect cost rates for work with Industry sponsors are as follows:  On-Campus Research, 60%, Off-Campus Research, 30%, IPRO projects, 8%.  
  • Applications to other entities such as non-profit organizations or foundations – The indirect cost rate used will be defined by the policy of the organization or foundation.
  • Request for a waiver, reduction of indirect costs – Waivers or reductions of indirect costs are not encouraged. Any request for a waiver must be reviewed and approved by the Dean or Academic Unit Head via the Internal Processing Form (routing sheet) prior to the submission of the proposal.

In any instances where an indirect cost rate is not defined by the sponsor, will be reviewed by the Office of Sponsored Research and Programs (OSRP).  The appropriate Dean or Academic Head will be contacted for additional review and approval. Approval may also be required by the Vice Provost for Research. All approvals must be in place prior to the submission of the proposal.

Any questions on which indirect cost rate should be used should be directed to the Office of Sponsored Research and Programs (OSRP)

Budget templates can be found here

Federally Negotiated F&A Cost-Reimbursement Rates

Categories of Sponsored Projects

The Federally Negotiated Rate Agreement identifies five categories of projects: Organized Research, All Programs (off-campus only) Instruction, Non-FDA (Moffett/IFSH only) FDA (Moffett/IFSH only) 

Organized Research includes all federally funded research activities, both basic and applied, and all development activities which is performed at facilities owned by IIT, including but not limited to the following campuses: Mies (Main), Chicago-Kent College of Law, Institute of Design, Rice Campus. This also includes activities related to the training of individuals in research techniques (commonly called research training) where such activities utilize the same facilities as other research and development activities.

All Programs - includes all federally funded research activities, both basic and applied, and all development activities which is performed at a facility that is not owned by IIT. This also includes activities related to the training of individuals in research techniques (commonly called research training) where such activities utilize the same facilities as other research and development activities.

Instruction includes all teaching and training activities, except for research training, whether they are offered for credit toward a degree or certificate, on a non-credit basis, or through regular academic departments or by separate divisions, such as summer session.

Definition of off-campus
A project, or part of a project, is considered to be performed off-campus if the activity is conducted in a facility that is not owned by IIT and the facility-related costs (rent, utilities & other maintenance) are charged directly to the project. The classification of off-campus is for the purpose of applying the correct indirect cost rate. 

Projects conducted both on campus and off-campus
There are other common types of sponsored projects that result in F&A rates that are lower than the federally negotiated rates. 

Exceptions to Federally Negotiated F&A Cost-Reimbursement Rates
There are other common types of sponsored projects that result in F&A rates that are lower than the federally negotiated rates. 

  • Training Grants.
    Training Grants supported by federal agencies generally allow an indirect cost rate of 8%.

Bases for Calculating Facilities & Administrative Costs
As per the indirect cost agreement for IIT, the base is defined as:

  • Modified Total Direct Costs (MTDC)
    The F&A rate is applied to all direct costs minus the following:
    • Equipment (an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost of $2,500 or more per unit).
    • Capital expenditures
    • Patient care costs
    • Student tuition remission
    • Scholarships and fellowships
    • Participant support costs
    • Rental costs of off-site facilities
    • Subcontracts over $25,000

Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

  • Total Direct Costs (TDC)
    The F&A rate is applied to all of the direct costs.

Current Indirect Cost Rates

Contact the Office of Sponsored Research and Programs at 312-567-3035 or osrp@iit.edu if you have any questions.