Contracts & Grants: Resource and Reference Materials
The proposal budget captures all of the expected project expenditures and should be aligned with both internal policy and the sponsor's budget requirements. A proposal budget is accompanied by a supporting budget justification outlining the details for each budgeted item.
A sponsor-specific budget template or form may be required. Complete the UC ANR internal budget template to ensure that the project budget incorporates current institutional rates. In all cases, a budget is required for internal purposes.
When preparing a proposal budget, first consider the total project costs (direct and indirect) across collaborators and partner institutions. The project budget must be within the limits defined by the program or funding sponsor. If a budget limit is not specified, review recently awarded projects to assess budget size if available. Consider also consulting the program officer to learn of an appropriate budget size based on the proposed project scope and design. With a total budget amount defined, then consider eligible costs, cost-sharing requirements, and budget distribution across all participating investigators.
The budget should be consistent with the budget justification, technical narrative, current and pending support listing, and any supporting documentation to be submitted to the sponsor (cover page, consultant commitment letter, subaward budget).
Federal agencies: see Application Guidelines below to review sponsor-specific budget requirements.
- UTC-518 - University Terms & Conditions - Exhibit “C” for University of California and California State University Agreements
- Model Agreement Template with Exhibits
- UCOP Contract and Grant Manual, Chapter 7, Budget and Expenditures (systemwide policy)
- UCOP Contract and Grant Manual, Chapter 8 - Indirect Cost
- Sec. 291, Guidelines for Recharge and Income Activities
Budget Calculator 1) Version for Projects less than 12 Months in Duration (Updated 5/18/18)
Budget Calculator 2) Expanded Version (updated 6/18/18)
Sample budget and budget justification
Sponsor application guidelines specify required proposal components, forms, and templates to be submitted for a funding opportunity. The guidelines also may specify formatting requirements such as page limits, character limits, spacing, margins, font type, and font size. Most importantly, guidelines often outline general grant review and evaluation criteria. Details regarding submission deadlines, eligibility criteria, program goals, project expectations, duration, and award size are given within the a separate document, the 'call for proposals/applications'.
UC ANR research, extension, and education is supported by several federal sponsor. Review the guidelines for common sponsors given below.
- United States Department of Agriculture – National Institute of Food and Agriculture (USDA NIFA)
- United States Environmental Protection Agency (EPA)
- United States Forest Service (FS)
- National Institutes of Health (NIH)
- National Science Foundation (NSF)
**For proposals submitted or due on or after January 29, 2018, the guidelines in PAPPG 18-1 apply..
Federal Cost Principles
- 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance Quick Guide)
- 2 CFR 200 - Electronic Code of Federal Regulations
- UCOP Contract and Grant Manual, Chapter 2 - PROPOSAL SUBMISSION AND AWARD ACCEPTANCE/ADMINISTRATION
- Policy on the Requirement to Submit Proposals and to Receive Awards for Grants and Contracts through the University
Forms and Templates
Sponsor-specific templates such as cover pages, biosketches, current and pending support, facility descriptions, and letters of support/ commitment are available for use and reference.
Proposal development will often involve the crafting of specific language to describe UC ANR's institutional research and/or administrative capacity to successfully conduct the proposed research project. The following resources provide an overview of UC ANR's mission, structure, and programming.
For standard language templates, please contact your assigned OCG analyst for assistance with a standard grant proposal, or the proposal development coordinator for eligible large grant proposals.
Data Management Plans
Data management plans are commonly required for federally sponsored grant opportunities. The following select resources guide researchers in the development of data management plans consistent with agency-specific requirements.
- United States Department of Agriculture – National Institute of Food and Agriculture
- United States Environmental Protection Agency
- National Science Foundation
- National Institutes of Health
- National Aeronautics and Space Administration
- Guidelines for Effective Data Management Plans
- Ten Simple Rules for Creating a Good Data Management Plan
Data and Analytics
The following open source data resources are available from federal, international, and private organizations that support research within a wide range of disciplines.
These proposal development resources are categorized by topic area as follows:
- Sustainable Natural Ecosystems (SNE)
- Healthy Families and Communities (HFC)
- Sustainable Food Systems (SFS)
- Endemic and Invasive Plants and Diseases (EIPD)
- Water Quality, Quantity and Security (Water)
SNE, HFC, SFS, Water
Data.gov provides access to newly-generated government data. The website features open source data, tools, and resources to conduct research, develop web and mobile applications, design data visualizations. Data.gov is managed and hosted by the U.S. General Services Administration, Technology Transformation Service.
SNE, SFS, Water
Organisation for Economic Co-operation and Development (OECD) promotes policies that will improve the economic and social well-being of people around the world. It features international datasets, statistics, and tools.
USDA's National Agricultural Statistics Service (NASS) provides statistics for US Agriculture. Production and supplies of food and fiber, prices paid and received by farmers, farm labor and wages, farm finances, chemical use, and changes in the demographics of U.S. producers are only a few examples.
Step by step overview of the grant award life cycle
- OCG Orientation and Overview
- Grant Getting Overview: Who has the funding and how do I get my share?
- Proposal Preparation and Submission
- Project Types
- Material Transfer Agreements
- PI Hub for Award Administration & Compliance
- Understanding the Award Process
- Pre-Award-Post Award Flowchart
- Introduction to Export Controls
- Traveling Abroad
- Office of Foreign Assets Control
- International Traffic in Arms Regulations (ITAR)
- Biological Agents
UC guidance on contracts and grants for research, training, and public service projects
- Chronicle of Higher Education: Writing a Preproposal-Leave Them Wanting More
- NORDP: The Foundation Center
- NORDP: The Art of Writing Proposals
- NSF: A Guide for Proposal Writing
- Fundamental Principles of Writing a Successful Grant Proposal
- Experimental study design and grant writing in eight steps and 28 questions
- Submitting a Grant Proposal
- Top Questions to Ask Your Foundation Representative
- How Do I Review Thee? A Comparison of Research Grant Proposal Review Criteria