Institute for Research & Scholarship

External Grant Policies

When applying for external funding, you should follow the below procedures.

  • For all applications for external funding,  complete the Authorization for External Funding form.  This form ensures compliance with all University procedures and research protocols as applicable.  It also guarantees that the Provost, Vice President of Finance and Administration, and your chair and dean (or supervisor) all approve of the timing of the award, as well as any other commitments (staffing, equipment and space, programmatic, curricular and/or financial impact) made on behalf of the University.
  • Bring the Approval Form, with signatures from your department chair or program director and dean, and a draft of your proposal and budget to the BIRS office in JH109 at least two weeks prior to the application deadline to make sure that there is enough time for your application's review by BIRS, the Office of Budget and Grant Administration, Provost and Vice President of Finance and Administration.  If the form and proposal are not given to the BIRS office two weeks in advance of the due date, it cannot be guaranteed that the application will be approved for submission before its deadline. 
  • We understand that you may still be fine-tuning your proposal during the two-week period between its submission to BIRS and the application deadline.  We stand ready to assist with that process and provide feedback on the proposal narrative and budget.  In general, the sooner the BIRS team knows of your application, the more helpful we can be. 


Budget Guidelines for External Funding

When preparing budgets for externally funded projects, please consult these Budget Guidelines for External Funding.  For assistance developing a budget or general questions regarding these guidelines, contact the Office of Budget and Grant Administration.

Time and Effort Reporting Instructions and Form

Federal regulations (OMB Circular A-21) mandate that university employees whose salaries and wages, both as direct costs or in-kind matches, are charged to a federally sponsored grant must maintain records of their effort and time. These records will be maintained by the Butler Institute for Research and Scholarship to comply with federal grant regulations.  If you are a university employee whose salary or wages has been charged to a federally sponsored grant, please complete this form and return it to the Butler Institute for Research and Scholarship for each semester that you are working on the grant.