Just for submitting a grant proposal that (1) meets the budget requests outlined in the table below and (2) in compliance with the Proposal Submission Policy (PDF), investigators will be eligible to receive SUBMIT funds! 

Project Investigators (PI) or Co-Project Investigators (Co-PIs) will receive funding for extramural-related expenses through a Research Incentive Fund (RIA). Funds will typically be transferred monthly, based on the previous month's submissions.

Funds Available

The amount you are eligible to receive through SUBMIT will depend on the total amount of external funding requested in a proposal. 

Funds Available Based on Sponsor Request

Amount Request

SUBMIT Amount

$1 million or more

$1,500

$500,000 - $999,999

$1,000

$250,000 - $499,999

$750

$50,000 - $249,999

$400

$15,000 - $49,999

$200

Permitted Expenses

Funding from SUBMIT may cover expenses related to the project or professional development. 

Examples include:

  • project supplies
  • professional travel
  • publishing costs
  • supplemental assigned time (course release) for research
  • a graduate assistant for the summer

Unallowable expenses:

  • Food or beverage purchases
  • Faculty stipends or salary enhancements

Funding Expiration

In general, SUBMIT funds do not have an expiration date. However, funds within the Research Incentive Account (RIA) should be used at least once per fiscal year.

RIA’s that have had no significant activity for one full fiscal year (25% of the total funds in the account) will have all the funds in the account returned to the SUBMIT parent account, unless there is justification for a larger goal. You must contact the SPA office to get approval for this exception. 

Additional Guidelines

  • Items purchased with SUBMIT funds must comply with University Purchasing policies and procedures. Supplies/equipment purchased will be considered University property. 
  • Any expenses must be substantiated to the University within 60 days after it is paid or incurred in accordance with the University’s accountable plan.
  • Funds will be granted only if a proposal submission follows the Proposal Submission Policy (PDF)
  • Service contracts and donations are not eligible for SUBMIT funds.
  • Funds will be distributed monthly to the Project Investigators (PI)/Co-PI’s RIA. This will occur approximately 60 days after the submission.
  • Faculty stipends or salary enhancements are not allowed. However, course releases for sponsored project activities, approved by the department chair, are allowable.
  • PIs leaving the University, including retirees: a PI may transfer the balance of remaining funds in the RIA to other active collaborators with prior SPA approval. SPA must be notified before the PI’s last day. For emeriti faculty members, there is a one year time limit to use the remaining RIA funds. Balances after that date will be reclaimed by the program and the account will be closed by SPA.

Frequently Asked Questions

Expenses and professional development in support of the PI’s scholarly creative or research agenda. In addition, the PI may use funds to support student engagement in scholarly activities. Examples include project supplies, professional travel, publishing costs, supplemental assigned time (course release) for research, or student assistance. Food/beverage purchases are NOT allowed. Items purchased with SUBMIT funds must follow University policies and procedures and will be considered University property.

When there is more than one PI in Cayuse, the amount of SUBMIT funds are divided equally between Co-PI’s, unless arrangements have been made with the Proposal Manager prior to proposal submission.

No. In order for an external submission to be eligible for the SUBMIT program funds, the proposal must follow the Proposal Submission Policy. 

SUBMIT funds are placed in the name of the faculty mentor, not the student. It will be up to the faculty mentor to decide how to allocate/ use the funds.

Yes. All PIs/Co-PIs who follow the Proposal Submission Policy to submit an eligible proposal are eligible. 

SUBMIT funds are transferred into individual Research Incentive Accounts (RIA). These accounts have been established to hold incentive funds for faculty and staff, including the SUBMIT program, indirect cost recovery distribution and other funds related to SPA incentive programs. Expenditures do not have to be approved by SPA but through PI’s home department/unit.

No, it is not required to route SUBMIT expenditures or Travel Authorizations through SPA. Please work with your home department/unit for appropriate routing of Travel Authorization and Expense Vouchers.

SUBMIT funds no longer have an expiration date. However, funds within the RIA need to be utilized at least once per fiscal year. RIA’s that have had no significant (25% of total funds in account) activity for an entire fiscal year will have all the funds in the account returned to the SUBMIT parent account, unless there is justification for a larger goal/extension has been approved in writing by SPA.

Notices will be distributed via email approximately 2 months after the date of the submission for external proposals to eligible PI/Co-PI’s.

It is the responsibility of the PI to work with their home department/unit to track the expenditures and balances of their accounts.

SUBMIT funds remain in the individual’s RIA regardless of departmental appointment within the University.

If a PI is retiring or leaves the University and has Co-PI(s) on the project, remaining SUBMIT funds can go to PI collaborators, if prior arrangements are made with the SPA office before the PI retires. SPA must be notified before the PI’s last day. For emeriti faculty members, there is a 1 year time limit to use the remaining RIA funds. Balances remaining after that date will be reclaimed by the program and the account will be closed by SPA.

No. The university tuition policy does not allow for this transaction.

A department can request to put funds into an RIA account but must obtain SPA approval first and adhere to all the guidelines of the SUBMIT program. Please contact Linda Swartz for questions and approval.
No, donations do not qualify. 

Still Have Questions?

If you have any questions or want to learn more about this program, please contact: