What should I do if the foundation I am applying to requires a letter from the president or provost to accompany the proposal?

The Office of Corporate and Foundation Relations will assist in preparing a letter to a foundation from the president or provost. If possible, please submit a draft of the letter, following the foundation guidelines, to Krista Vita via email for review and processing. A two-week lead time is required to obtain a signed letter from the president or provost.

How do I deal with indirect costs on my proposal budget?

Georgetown University has an indirect cost rate of 15% of total direct costs. Some foundations do not cover indirect costs at all, or cover them at a significantly lower rate than 15%. The university has waivers on file for many foundations so that you can submit your proposal without indirect costs, or with indirect costs at a reduced rate. If a waiver is not on file, you may need to apply for an exception.

How long do foundations take to make funding decisions?

The length of time from the submission of a full proposal to award varies by foundation. Most foundation decisions are made by a board which meets periodically; board meeting schedules vary considerably: bimonthly, quarterly, semiannually, and annually. Prior to foundation board meetings, proposals are reviewed by program officers and/or outside review committees, who then recommend selected projects to the board. This requires preparation time. Foundations (usually program officers) therefore often need to receive materials well in advance of a board meeting.

If the award letter from a foundation says I need to send in a report, what should I do?

Foundations typically require periodic reports on the supported activity and a final report at the conclusion of the grant. The PI is responsible for submitting all reports. Review the grant guidelines received with the award letter to determine whether the content and structure of the report must meet specific guidelines. It is imperative that these reports be prepared and sent in to the foundation by the stated deadline. If a report is missing, a foundation may withhold subsequent payment on your project or sometimes on another project at the university. The financial portion of your report is generated by the Sponsored Accounting Office.

What should I do if my grant from a foundation is ending, but I have funds that I have not used?

Oftentimes, funds will remain at the end of a grant period. In this case, a formal request to a foundation is needed for a no-cost extension on the grant to allow time to use the remaining funds. Do not wait to inquire with the foundation about this until the end of the grant term, and do not assume that the foundation will approve your request. Be sure to check in with them well in advance about how to obtain a no-cost extension.