Investigator Resources

Office of Research 

CHS faculty members may also request funding towards projects or equipment with the likelihood of generating preliminary data to support extramural grant applications. A Call for Applications is sent out annually. For 2019 Pilot funding, the application deadline is November 30, 2018. Please contact the Office of Research for more information.

We would like to know of your intentions to submit as early as possible and at least 30 days prior to the sponsor’s deadline.

We understand tight turn-around times and will work with you to meet the external deadlines. The more lead time we have, however, the more we can help.

We recommend a brief meeting with the Director of Extramural Support to discuss the submission requirements, roles and responsibilities, and to establish a timeline. This is also a great time to start discussing the project’s budget.

We encourage investigators to work with the College Grants Officer (CGO) to develop a detailed budget for the project. The CGO will ensure adequacy of requested resources and compliance with sponsor and university regulations.

UK requires program directors/principal investigators (PD/PI) to provide a project title and drafts of the project budget, budget justification, and abstract for review and approval prior to proposal submission. These documents are attached to the electronic Internal Approval Form (eIAF).

eIAFs must be approved by the PD/PI, co-investigators, and other faculty who are named as Senior Key Personnel, regardless of their role on the project. Additionally, the eIAF must be approved (certified) by the Chairs, College Grant Officers, and ADRs of each represented faculty member.

The Office of Sponsored Projects Administration (OSPA) requires the eIAF to be fully executed at least three (3) business days prior to the sponsor’s published deadline.

No. In the College of Health Sciences, the College Grant Officer will route the eIAF on your behalf as soon as s/he has the required documents. To ensure timely completion, we request all eIAF documents at least 10 days prior to the sponsor’s deadline. If you have multiple investigators from multiple departments, we strongly encourage you to submit eIAF documents as early as possible.

No. However, the CHS Office of Research would still like to work with you on internal grant submissions. We can ensure you have requested adequate resources, obtained the necessary departmental approvals, and we can assist with the preparation and submission of your proposal.

No. Most grants are made to the institution and not to individual investigators. As such, the institution has a responsibility to review and approve any commitment of resources (effort, lab space, cost sharing, etc.), ensure alignment with the institution’s missions and values, and capture all of the sponsor-required investigator certifications.

We hope this doesn’t happen. If it does, we may decline the award if it is not in the best interest of the institution. If the award is accepted, the institution may negotiate significant changes to the budget and/or the terms of the project. This can cause a significant delay in account set-up.

We strongly encourage investigators to notify the Office of Research when they intend to submit a pre-application or letter of intent. We report on all proposal activity and would like to reflect your efforts on the reports. Furthermore, OSPA requires an eIAF for pre-applications that require a budget. The Office of Research can help you navigate internal and external requirements for these pre-submissions.

Yes. The Office of Research prefers to work with investigators as they prepare their grant proposals. While the Research Strategy is the investigator’s responsibility, we can often contribute to some of the required attendant pieces of the proposal, such as facilities & resources. We will complete all of the required forms and ensure they are accurate and sponsor-compliant. Once we receive all of the documents from the investigator, we will complete the proposal package, review it with the investigator, and submit the final proposal to OSPA for final submission to the sponsor.

Yes. We request all documents be submitted at least 3 full business days before the deadline. Of course, the earlier you submit your documents the more time we will have to review. The Office of Research experiences times of high volume, especially around NIH’s standard due dates. To adequately manage the volume of work, we may ask for some documents earlier.

It depends. If we don’t have enough time to do due diligence, we won’t be able to submit the proposal.

Sometimes it is necessary for us to assume some of the costs of the project. However, the College tries to minimize cost share commitments as much as possible, and the University has specific cost share policies. Before you may add cost share to a proposal budget, it must be approved in advance by the appropriate Program Director, Chair and the Associate Dean of Research prior to proposal submission. When necessary, it may have to be approved by the Office of Sponsored Projects Administration.

We are happy to not only copy edit your proposal, but we can review it for consistency, completeness and compliance. If such a review is desired, you’ll need to provide the documents at least 10 days prior to the deadline. Additionally, in some instances, we can help you write the proposal. It’s good to schedule a meeting with the Director of Extramural support as soon as you know you are going to submit a proposal so we can discuss the depth of services you need.

Yes. The Office of Research tracks proposal (pre-application, letter of intent, etc.) submissions throughout their life cycle, and the final funding decision is critical to successful tracking. We provide funding decisions to OSPA so the institutional record is complete as well. Finally, and perhaps most importantly, we can work with you to determine a resubmission strategy when appropriate..

F&A stands for Facilities & Administration. F&A costs can be defined as costs that are incurred leading up to and during a specific research project that would not otherwise incur. F&A is provided based on allowable expenditures on federal grants and contracts and covers the infrastructure and operational costs related to federally-funded research.

Operations and maintenance, such as utilities; Depreciation and use of buildings/equipment; Interest on debt associated with building and equipment; and library expenses including use of the library or materials.

General administration expenses associated with functions like financial management; Unit administration expenses, including clerical staff and supplies; Sponsored projects administration/costs of administering projects and awards; and student administration and service expenses.These costs are capped at 26% of the F&A rate.

The University is currently in an ongoing negotiation with the federal government. F&A is calculated by the University according to rules defined by the Federal Office of Management and Budget (OMB) and based on audited UK financial data,. It is submitted to HHS or other cognizant agencies, and is reviewed/and or audited. The rates are negotiated between UK and the rate-setting agency and are charged by multiplying the negotiated F&A rate by a subset of the direct costs on a sponsored research project.

In: Salaries and benefits, supplies (MTDC), travel, and the first $25K of each sub-award.
Out: Graduate student tuition, equipment, capital expenditures, and the portion of sub-awards in excess of $25K.

NIH F&A costs have remained at a constant of less than 28% of the total awarded dollars over the past decade. However, as you may have experienced, federal regulations and reporting requirements for research have increased. In FY 15-16, UK received on average 25.86% of F&A on federally funded projects. For FY 16-17, UK's current receipt of F&A is 28%.

UK handles F&A within the budget (which is approved by a Board) of the University of Kentucky Research Foundation (UKRF). This, in itself, is different from many academic institutions.

UKRF Board of Directors: President (Dr. Capilouto), Executive Director (VPR), Vice President (VPR), Secretary (Jack Supplee), Secretary (Susan Krauss, Treasurer)
Executive Committee of the Foundation: Eli Capilouto, President, ex officio; Lisa Cassis, Executive Director, ex officio; Mike Karpf, EVPHA, ex officio; Tim Tracy, Provost, ex officio; Mark Meier, Department of Chemistry, Faculty Member; Nancy Schoenberg, College of Medicine and Public Health, Faculty Member; William Britton, Trustee Member.


The UKRF budget that is prepared is based on estimated F&A to the institution. This estimate comes from historical knowledge of federal R&D expenditures and from looking at R&D expenditures over time. 

University of Kentucky 

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