UTHSCSA PROCEDURES FOR MODULAR GRANT APPLICATIONS

In preparing Modular Grant Applications to the NIH, standard instructions for Application for Public Health Service Grant (PHS 398) should be used with the following specific modifications:

  • FACE PAGE: Items 7a and 7b should be completed, indicating Direct Costs (in $25,000 increments up to a maximum of $250,000) and Total Costs (Modular Total Direct plus Facilities and Administrative (F&A or Indirect) costs, for the initial budget period. Items 8a and 8b should be completed indicating the Direct and Total Costs for the entire proposed period of support.

  • DETAILED BUDGET FOR THE INITIAL BUDGET PERIOD. Do not complete Form Page 4 of the PHS 398. It is not required and will not be accepted with the application. Should HSC investigators desire, the Office of Sponsored Programs will review a pencil copy of the detailed budget for appropriateness of costs and accurate computation.

  • BUDGET FOR THE ENTIRE PROPOSED PERIOD OF SUPPORT. Do not complete the categorical budget table on Form Page 5 of the PHS 398 for inclusion in the NIH proposal. COMPLETE THE HSC MODIFIED CATEGORICAL BUDGET TABLE ATTACHED TO THIS MEMORANDUM FOR REVIEW AND RETENTION BY SPONSORED PROGRAMS ONLY.

  • NARRATIVE BUDGET JUSTIFICATION. There is no form page for the narrative budget justification of modular grant applications. Follow the format on the "Modular Budget Format Page" that can be found on the NIH's forms page. At the top of the page enter (a) the total direct costs requested for each year and (b) the total direct cost requested for the entire project period.
    • Under Personnel, list all project personnel, including their names, percent of effort, and roles on the project. No individual salary information should be provided.
    • For Consortium/Contractual costs, provide an estimate of total costs (direct plus F & A) for each year, each rounded to the nearest $1,000. List the individuals/organizations with whom consortium or contractual arrangements have been made, the percent effort of key personnel, and the role on the project. Indicate whether the collaborating institution is foreign or domestic. The total cost for a consortium/contractual arrangement is included in the overall requested modular direct cost amount.
    • Provide an additional narrative budget justification for any variation in the dollar amount of modules requested. For an example, refer to the NIH website noted above.

  • CHECKLIST. This page should be completed and submitted with the application. It is important to identify all exclusions that were used in the calculation of the F&A (indirect) costs for the initial budget period and all future budgets.

    Please submit the proposal in advance of the deadline to the Office of Sponsored Programs (OSP) for review and signoff. Accompanying the proposal should be the required internal approvals and forms as follows:

    • Certificate of Proposal (COP)
    • HSC PHS 398 form page 5 - Customized Budget (Summary Categorical Budget)

    OSP cannot provide institutional signoff without the above items, as applicable.

    Questions regarding the HSC procedures relating to NIH Modular Grants may be referred to OSP at 567-2340.

    August 2003