SPA supports Principal Investigators (PIs) throughout the preparation and submission of full proposals.

Pre-Applications

• For eBRAP submissions, provide access to “BVARI SPA” and “Kristen Harding.”

• PIs may submit pre-applications or letters of intent directly to the sponsor.

• Provide SPA with a copy of all pre-application submissions.

Full Proposals

• Submit a Proposal Planning Form to SPA ≥15 business days before the sponsor deadline.

• SPA assists with document development, internal reviews, and submission.

• Final proposal documents must be submitted to SPA ≥5 business days before the deadline.

• SPA cannot guarantee on-time submission if materials are late.

Indirect Cost Rate

All budgets must follow BVARI’s Indirect Cost Policy. If a sponsor will not cover the full rate, submit an Indirect Cost Waiver Request:

If using Investigator Program eligibility:

• Submit the waiver request, all attachments, CV, and Proposal Planning Form ≥30 days before the deadline.

• Late requests will not be considered.

If using a Residual Account:

• Submit waiver request with designated residual account and Proposal Planning Form ≥2 weeks before the deadline.

NIH Proposals & Just-In-Time

• Proposals with direct costs >$500k/year require NIH program officer approval ≥6 weeks before deadline.

• VA faculty in tenure group 1 or 2 (per VA SF50) cannot request salary compensation in budgets.

SPA coordinates review and negotiation of all sponsored agreements with the VA STAR Attorney.

Agreement types include:

• Confidentiality Disclosure Agreements (CDA)

• Cooperative Research and Development Agreements (CRADA)

• Non-profit grants

Documents required for VA R&D pre-review and STAR Attorney review:

• VA Conflict of Interest Form 450 (must submit via VA Network)

• IRB Protocol (if applicable)

• Statement of Work Template (for non-federal proposals)

SPA collaborates with PIs and researchers to:

• Monitor compliance with award spending

• Facilitate report submissions

• Ensure adherence to award terms

• Maintain financial projections

• Collaborate with Finance on sponsor invoicing and VA reimbursement

Award Closeouts

SPA coordinates with the PI prior to award expiration to ensure all reporting and closeout requirements are met.
PIs should communicate:

• Employee plans

• New or proposed funding

• Anticipated extension needs

• Closeout report submissions

No-Cost Extensions (NCE)

• NCEs may extend the project period (typically one year) without additional funds.

• Must be requested well in advance of the expiration date.

• SPA must submit all NCE requests to the sponsor.