Frequently Asked Questions

    • What are the current fringe benefit and indirect cost rates?
    • What should be included in the commitment letter from an external organization that is providing (in-cash or in-kind) support?

      • The letter must contain the following for any proposal or contract:

        • A statement that the funds will be provided in support of the specific project.
        • The amount of support provided.
        • The period for which the funds will be available (must coincide with the project).
        • A commitment to provide any cash contribution at the beginning of proposed project or at the beginning of each budget year of a multi-year project.
        • A statement that documentation of any in-kind match (if applicable) will be provided through quarterly invoices to LSU showing the value of the match and reflecting no cost to LSU.
        • For in kind match, documentation such as rate sheets substantiating its value.
    • What is required for salary cost share match/release time?
      • A proposal that includes any form of salary cost sharing match or release time will require a letter from the department chairman outlining the commitment.
    • How do I get approval for extra compensation?
      • Extra compensation requests require: 1) approval of the department head of the department initiating the request and the department head of the employee's primary home department and their respective deans/directors; 2) approval from Human Resource Management; and 3) approval from the Office of the Vice Chancellor for Research and Economic Development. See PS-43. PI's must upload the justification for extra compensation in SPS prior to routing their proposal. Approval for extra compensation is given in SPS.
    • How do I route a proposal in SPS for approval?

      • Streamlined Review (Required):

        Load the following information into the Sponsored Programs System at least three days prior to the proposal mailing deadline.

        • Proposal cover sheet and investigator information
        • Budget and budget justification
        • Any special approvals/proposal information
        • Any sponsor forms which contain budgetary information and/or require Authorized Organizational Representative signature
        If the proposal is submitted in response to a Request for Proposals (RFP), a copy of the RFP must be loaded or a website must be indicated on the coversheet.

        Expanded Review (Optional)

        OSP staff is available to review the complete proposal for adherence to sponsor guidelines at the request of PI/PD provided that the proposal is submitted timely (three days for standard proposals/ten days for collaborative, multi-disciplinary, or center proposals) through SPS system. In addition, a complete review of proposals to private entities will be conducted since a "Standard Research Agreement" will be prepared and submitted with the proposal.

        Call the College of Engineering Office of Research (225-578-6015 or 225-578-4871) if you have any questions about SPS proposal routing process.

    • What do I need to do with a check that I just received from my sponsor?

      • Any checks/payments received from a Sponsor are to be sent to:

        Sponsored Program Accounting
        Louisiana State University
        336 Thomas Boyd Hall
        Baton Rouge, LA 70803

    • What is the name and address of the Authorized University Official?
      • Darya Courville, Interim Director
        Office of Sponsored Programs
        Louisiana State University
        202 Himes Hall
        Baton Rouge, LA 70803
    • Can I submit a Board of Regents ITRS proposal without a private/sector match?
      • ITRS proposal can be submitted without a private/sector match. (For more information visit the Board of Regents website - questions/answers section).
    • What do I need for a subcontractor?

      • The following documentation is required for each subcontractor. All documentation should be obtained prior to submitting proposal to OSP for review.

        • Letter of collaboration signed by the collaborating researcher and the authorized representative for the organization. The letter should include the requested amount and cost share amount, if applicable. See sample letter.
        • Scope of work (only required for OSP expanded review)
        • Budget and budget justification
        • Copy of fringe benefit and indirect cost rate agreement (not required if subcontractor is a university)

        Preparing a subcontract agreement

        When an award is received in which a portion is subcontracted, the PI should complete and forward to OSP the Request to Draft Subaward Form. OSP will draft the subcontract and send to PI for review. After reviewing the subaward for accuracy, the PI or his/her designee must prepare a requisition and send the requisition and subcontract agreement to the Purchasing Office. The Purchasing Office will obtain necessary signatures. Thereafter, an executed copy of the subcontract, along with a University purchase order and a notification to commence with the specified subcontract work, will be sent to the subcontractor.

        If a modification to the subcontract becomes necessary, the same procedures as specified above are to be applied to the modified subcontract.

    • Do salaries have to be included in my budget?
      • All research proposal budgets (federal and non-federal) must include some level of committed PI/Co-PI or senior personnel effort (requested or cost shared). When preparing a research project budget, PIs should ensure that appropriate funds are budgeted (requested or cost shared) for at least one person considered senior personnel. If cost sharing is not required, then appropriate funds must be requested for PI/Co-PI or senior personnel effort. For those senior personnel who do not have effort budgeted, PIs will certify that these individuals will devote less than 5% time on the project. Senior personnel effort in excess of 5% must be included in the budget.
    • Where can I get University ID numbers for Sponsor cover sheets?
    • Where can I find a list of approved Service Centers?
      • A list of approved Service Centers is available on the Office of Budget and Planning website. In order to charge sponsored projects for on-campus facilities usage, the facility must be an approved Service Center.