Forms and Resources
Items are revised and updated regularly. Use the most current item from this page each time you submit information to our office, rather than using an older version you may have saved in your records. If you are in doubt, contact us to be sure you are using the proper versions.
10-5-2 Proposal Submission Guidelines (PDF)
Proposal Lifecycle
Step 1: Planning
- Notice of Intent (NOI)
- The Notice of Intent (NOI) is the Principal Investigator's (PI's) formal notification to the Office of Research and Innovation (ORI) Pre-Award team of an anticipated proposal submission. Principal Investigators should submit an NOI as soon as a funding opportunity is identified, regardless of whether Texas A&M University-Kingsville is serving as the lead or collaborating institution.
- Late Submission Acknowledgment (if applicable)
- This form acknowledges that the Principal Investigator (PI) assumes responsibility for the risks associated with late proposal notification and submission to the Office of Research and Innovation (ORI), including the possibility that a proposal may be returned without review or otherwise impacted by sponsor deadlines. Proposals submitted to ORI less than 24 hours before the sponsor deadline will receive a limited review focused on sponsor compliance and successful electronic submission.
Step 2: Proposal Development
- Budget Worksheet
- Budget requirements vary by project. The Office of Research and Innovation (ORI) provides customized budget templates tailored to project needs, including varying project periods and subrecipient arrangements. To request a template or budgeting assistance, contact osr@tamuk.edu.
- Cost Share / Time & Effort Form
- Cost sharing represents project costs that would otherwise be supported by the sponsor but are instead provided by Texas A&M University-Kingsville or an approved third party. Consistent with institutional practice, TAMUK does not encourage cost sharing unless it is required by the sponsor's funding opportunity announcement or proposal guidelines.
Principal Investigators (PIs) are expected to budget a minimum of 1% effort on sponsored projects. Requests to deviate from this requirement must be documented and receive the appropriate institutional approvals prior to proposal submission.
- Cost sharing represents project costs that would otherwise be supported by the sponsor but are instead provided by Texas A&M University-Kingsville or an approved third party. Consistent with institutional practice, TAMUK does not encourage cost sharing unless it is required by the sponsor's funding opportunity announcement or proposal guidelines.
- Subrecipient Commitment Form
- The Subrecipient Commitment Form is required for all proposed subrecipients at the proposal stage. Completion of this form is necessary to support proposal review and risk assessment, and a subrecipient agreement cannot be fully executed without an approved Subrecipient Commitment Form.
Step 3: Internal Review and Approval
- Institutional Authorization Form (IAF)
- The Institutional Authorization Form is required for all grant proposal submissions. The form must be initiated by the Principal Investigator (PI) and any Co-Principal Investigators (Co-PIs) and routed through the appropriate department head(s) and dean(s) for approval. The form applies only to Texas A&M University-Kingsville personnel; proposals involving multiple colleges require approval from the respective department head(s) and dean(s). Depending on the scope of the project, additional institutional reviews, approvals, or notifications may be required, including but not limited to IRB, IACUC, IBC, Intellectual Property, and Export Controls.
- Appendix B Form
- To support compliance with Texas Higher Education Coordinating Board (THECB) reporting requirements for restricted research expenditures, Principal Investigators (PIs) must provide basic proposal information and a brief project summary. This information enables the Office of Research and Innovation (ORI) to accurately classify proposals and ensure appropriate reporting in accordance with THECB standards and accounting methodologies.
- Compliance Certifications
- SB17
- The Certification of Compliance with SB 17 form is required for each proposal submission and must be completed by the Principal Investigator (PI). By submitting this form, the PI certifies that the proposed project does not promote, support, or engage in Diversity, Equity, and Inclusion (DEI) initiatives as defined under Texas Education Code § 51.3525 (SB 17).
- Research Security Training (if applicable)
- All senior personnel listed on a proposal must complete TrainTraq 2114875: Research Security Training (Combined) annually prior to the submission of proposals to federal sponsors. A copy of the completion certificate must be provided to the Office of Research and Innovation (ORI) upon completion.
- SB17
Step 4: Submission Resources
- Negotiated Indirect Costs Rate Agreement (NICRA)
- Fringe Benefits Letter FY 2026
- Audit Letter FY 2025
- Tax Exempt Letter FY 2025
- Single Audit Report FY 2025
Resources
Training
Designed for graduate students, postdoctoral scholars, faculty, and research professionals, Essentials of Grant Proposal Development provides foundational training in identifying funding opportunities, developing competitive proposals, and navigating the proposal submission process. The course includes videos, exercises, resources, and practical examples to support successful grantsmanship.
Guide to Getting Started in CITI
Texas A&M Innovation
For assistance with inventions, please visit the Texas A&M Innovation website to submit a disclosure form or to contact them for more information.
Policies and Procedures
The Office of Research and Innovation (ORI) oversees research administration and sponsored projects at Texas A&M University-Kingsville and maintains policies that support these activities. TAMUK is committed to the responsible and ethical conduct of research and compliance with applicable institutional, regulatory, and sponsor requirements.
To view these policies and procedures for TAMUK and TAMUS please see the two links below.
Texas A&M University-Kingsville Rules and Procedures
Texas A&M University System Policy and Regulation Library
Institutional Profile
Kingsville, TX 78363-8202
312 N. International Blvd.
Weslaco, TX 78599-9027
Registrations & Identifiers
Compliance Assurances
Facilities & Administrative (F&A) Rates
On-Campus: 40% Modified Total Direct Costs (MTDC)
Off-Campus: 12% Modified Total Direct Costs (MTDC)
Fringe Benefit Rates
Authorized Organizational Representatives (AOR)
Vice President for Research and Innovation
Authorized Organizational Representative (AOR)
The Office of Research and Innovation (ORI) serves as the institutional point of contact for proposal development, submission, sponsor communications, and award administration support.
Proposal-related correspondence and sponsor communications should be directed to:
Texas A&M University-Kingsville
700 University Blvd., MSC 201
Kingsville, TX 78363-8202
Award Modifications
Requests involving award modifications should be coordinated through the Office of Research and Innovation. Examples include:
- No-cost extensions
- Principal Investigator (PI) changes
- Scope of work changes
- Sponsor prior approval requests
- Other award amendments or administrative actions
For assistance, contact osr@tamuk.edu as early as possible to ensure timely review and sponsor coordination.
Proposal Review and Institutional Approval Requirements
All external funding proposals that will be administered through Texas A&M University-Kingsville must be reviewed and approved by the Office of Research and Innovation prior to submission.
ORI provides support throughout the proposal development process, including budget preparation, proposal review, sponsor compliance verification, institutional approvals, and submission guidance.
Many sponsors require proposal submission by an Authorized Organizational Representative (AOR). Even when a sponsor permits direct Principal Investigator submission, proposals that may result in an award to the university require institutional review and approval before submission.
Faculty are strongly encouraged to engage ORI as early as possible in the proposal development process to ensure compliance with sponsor requirements and avoid budget, compliance, or submission issues.
Collaborative and Subrecipient Proposals
Collaborative proposals involve two or more institutions working together on a unified project. When Texas A&M University-Kingsville serves as the lead institution, subrecipient documentation must be obtained from each collaborating organization prior to proposal submission.
Required documentation may include:
- TAMUK Subrecipient Commitment Form (required for organizations not participating in the FDP Expanded Clearinghouse)
- Federal Demonstration Partnership (FDP) Letter of Intent on institutional letterhead (for FDP Expanded Clearinghouse participants)
- Statement or Scope of Work
- Budget and Budget Justification
- Letter of Commitment signed by the collaborating institution's Authorized Organizational Representative (AOR)
- Any additional documents required by the funding opportunity announcement or sponsor guidelines
Principal Investigators should provide ORI with the appropriate subrecipient contact information as early as possible so required documents can be collected and reviewed prior to submission.
Contract and Grant Payment Remittance Information
Sponsor payments associated with externally funded projects should be directed to:
Texas A&M University-Kingsville
700 University Blvd., MSC 104
Kingsville, TX 78363-8202
Gaining Access to Research.gov
Senior Personnel Documents
Project Summary
Project Description
Letter of Collaboration
Data Management Plan
- Data, samples, software, curriculum materials, and other project outputs to be generated.
- Standards for data and metadata formats and documentation.
- Policies governing data access, sharing, privacy, confidentiality, security, and intellectual property.
- Provisions for data reuse, redistribution, and derivative works.
- Plans for data archiving, preservation, and long-term accessibility.
Mentoring Plan for Postdocs and Graduate Students
NSF proposals that include support for postdoctoral researchers or graduate students must include a Mentoring Plan that does not exceed one page. The Mentoring Plan should describe the activities, resources, and professional development opportunities that will be provided to support the trainee's research, career, and workforce development.
Mentoring activities may include career counseling, training in research ethics and publication practices, professional skills development, teaching and mentoring experiences, and other activities relevant to the participant's academic and professional growth.
For proposal preparation requirements and additional guidance, refer to the NSF Proposal and Award Policies and Procedures Guide (PAPPG), Chapter II.D.2.i(i).
Formatting Notes
NSF proposals must adhere to NSF formatting requirements to ensure compliance and successful submission.
- Do not include page numbers, as NSF systems automatically paginate proposal documents.
- Use an approved font: Arial, Courier New, or Palatino Linotype at 11-point or larger; Times New Roman at 11-point or larger; or Computer Modern at 11-point or larger.
- Maintain margins of at least one inch on all sides.
For complete formatting requirements, refer to the NSF Proposal and Award Policies and Procedures Guide (PAPPG), Chapter II.B.2.
FY 25-26 Faculty Seminars and Workshops
Hosted by Research Development Services at Texas A&M University
Annually RDS hosts opportunities for the Texas A&M Research Community to increase their knowledge and skills in research proposal development to federal funding agencies. Academic Year 25-26 Professional Development opportunities are offered in in-person and virtual formats. Registration is required for BOTH types of events. Virtual events will supply Zoom links upon registration. These events are for all faculty.
Career Workshop Seminar Series
Hosted by Research Development Services at Texas A&M University
These events are designed to help faculty prepare competitive proposals for the National Science Foundation's Faculty Early Career Development (CAREER) Program!
Faculty Retooling Seminar & Workshop Resources
Hosted by Research Development Services at Texas A&M University
Are you looking for ways to increase your research funding, especially in light of new government changes? Are you looking for ways to update your research grantsmanship skills to align with current practices in your field? Are you looking to shift your research focus? DOR RDS offers many seminars, workshops, and resources to help you accomplish these goals!
Hanover Research Webinars