1. Proposal Routing Overview
Karen Barnes
Grants and Contracts Manager
Office of Sponsored Programs
Stefanie Dwyer
Grants and Contracts Specialist

2. Overview of the UMBC Proposal Process
The faculty member identifies a funding opportunity
A Routing Package is prepared by the faculty member’s department and approved by the Department Chair
The Routing Package is forwarded to the Dean’s Office for approval
The Dean’s Office approves the Routing Package and forwards it to OSP
OSP then works with the PI to coordinate review and submission of the final proposal documents to the sponsor

3. Where To Find Forms OSP Website
All forms that are required to route a proposal for external funding can be found at:

4. Routing Form
The Routing Form is required for all proposals and must be signed by your Department Chair and your Dean’s Office prior to proposal submission
If your proposal includes personnel working in other departments/divisions, the participating department’s Chair and Dean’s Office will also need to sign the routing form.
Please be sure to answer ALL of the questions on the routing form – if you are not sure how to answer a particular question, ask OSP!

5. What materials should I include in my Routing Package?
The components of a Routing Package vary based on the Sponsor and type of proposal, but generally the following documents would be included:
Routing Form
Brief Narrative of the Project
Budget and Budget Narrative
Copy of the Funding Opportunity Announcement

6. Other Forms That May Be Required
Cost Share Approval Form
- needed only if the Sponsor requires in-kind or matching funds
Indirect (Facilities and Administrative) Cost Waiver
– needed only if the Sponsor does not allow UMBC to charge our federally negotiated indirect cost rate
Subrecipient Commitment Form
– needed only if the proposal contains funding for an external organization to perform the proposed work as a subawardee (this includes other USM institutions)
Financial Conflict of Interest Form
– needed only if the proposal is being submitted to an agency that required financial conflict of interest disclosure (NIH, NSF, other federal agencies and some non-profits)
PI Eligibility Waiver Form
– needed only if the faculty member DOES NOT meet the criteria specified in the UMBC PI Eligibility Policy

7. Cost Sharing Approval Form
A Cost Share Approval Form is required if the Sponsor requires cost share, matching funds, and/or in-kind contributions as a part of the proposal
Cost share commitments can include UMBC funds as well as third party funds
All cost share commitments included in a proposal are binding, so approvals are required by the Department and Dean’s Office committing the funds
If a Sponsor does not pay fringe benefits, a cost share approval form for the anticipated fringe benefit costs needs to be approved by the UMBC Budget Office.

8. Indirect Cost Waiver Form
UMBC is required to use our Federally Negotiated Indirect Cost Rate for all awards unless there is a limit imposed by the Sponsoring Agency.
If the sponsor has a formal published policy stating that indirect costs are limited and/or unallowable (or cannot be included in the proposal budget), an Indirect Cost Waiver Form needs to be included in the routing package
Please include a printout of the documentation from the Sponsor stating the restriction on indirect costs (from their website or the funding opportunity announcement)

9. Subrecipient Commitment Form
If grant funds are being requested for work to be performed by another organization (another University, for example), UMBC requires that the collaborating organization complete a Subrecipient Commitment Form at the time of proposal.
A Subrecipient Commitment form is only required when the proposal budget contains funds that will be sent to an external organization as a subaward. This form is not to be used for consultants or regular vendor services that would normally be managed by the UMBC procurement office.
If you have any questions about whether a particular organization is a subrecipient or vendor, please contact your OSP for guidance.

10. Financial Conflict of Interest (FCOI)
PI Eligibility
Financial Conflict of Interest (FCOI)
The procedure to establishing PI eligibility for new faculty and current faculty who have never submitted a proposal for external funding can be found at:
The procedure for disclosing Financial Conflict of Interest varies based on the sponsor. More information can be found by contacting the Office of Research Protections and Compliance and/or visiting:

11. Contact Information
Office of Sponsored Programs (OSP)
Engineering/Computer Science Building, Room 329
Karen Barnes
Grants and Contracts Manager
Stefanie Dwyer
Grants and Contracts Specialist

12. Questions/Comments