Proposal Clearance Form (PCF) Instructions
The PCF can be accessed on the Forms page. The form is to be completed by the project director (PD). The PD should complete all yellow areas on the form.

Section 1 - General Project Information

• Project Title - Make sure the project title is complete (provides a good description of the project).
• Director / Co-Directors - Co-Director contact information should be included on this form. If Co-PDs are not SFA employees, but would be included in the funded grant contract, they should be included on the PCF.
• Sponsor Name / CFDA Number - The sponsor is the agency to which you are submitting your proposal. If the sponsor is a federal agency (e.g. US Dept of Education), indicate the Catalog of Domestic Assistance (CFDA) number next to the sponsor. This number may be included with the Request for Proposal (RFP) document(s). If you cannot locate a number for a proposal from a federal agency, ORSP will identify the correct number.
• Requested Funding - Show both Direct and Indirect Costs. Direct costs are costs which can be directly identified with your project and include personnel, fringe benefits, equipment, supplies/materials, travel, and consultants. Indirect costs include all those things essential to support sponsored activity which cannot be broken down and directly charged to a specific grant or contract (e.g. Office of Research and Sponsored Programs, Payroll, Purchasing, university security, and custodial support). SFA’s indirect cost rate is currently 50% of salaries and wages; however, some agencies have limitations on how much indirect funding they will provide. After entering the requested direct and indirect funds, the form will automatically total the request amount.
• Required Matching - Matching funds are funds contributed by SFA toward the project costs. Many agencies require matching and will typically ask for matching as a percentage of total project costs. Matching funds may be direct (e.g. SFA is paying project staff salary, travel, equipment use) or indirect. ORSP can provide suggestions as to sources of matching funds. After entering the matching direct and indirect funds, the form will automatically total the matching amount.
• Project Dates - The beginning date is the date the project work would actually begin (when the award funds would begin to be expended).
• Level of Review Requested - Indicate what type of review your proposal requires (note time requested for each type of review). If you would like a full technical edit please include sponsor guidelines.
• Explanation if Not Requesting Indirect - If you are not requesting 50% of salaries and wages for indirect costs, you must provide an explanation (e.g. agency limits indirect cost funding).

Section 2 - Safety and Protection
In this section, you should indicate if your project will involve the use of human subjects, animals, or biohazards. If so, the appropriate university committee must provide approval.

Section 3 - Project Director Significant Financial Interest Disclosure
This section is to identify any potential conflicts with your serving as the director of a project supported by the agency's funds.
You must indicate if you:

• are connected to any employees of,
• own any stock in; or
• will be compensated more than $10,000 for other work performed for the agency to which you are submitting your proposal.

Additionally, you must indicate if you have defaulted on government payments in the last three years.

Section 4 - Project Director Certification

• You must certify you will assume responsibility for ensuring project compliance with sponsor requirements and stipulations.
• You must indicate if your project is primarily for research.
• Co-PDs must also provide their signatures for this certification.

Section 5 - University Commitments

• It is important department Chairs and Deans review this section to ensure they are aware of university resources that may be used for the project.

Section 6 - Details for Sponsor-Required Matching

• If you indicated required matching funds in Section 1, you need to complete Section 6. Most matching will be in-kind, or items such as salary and equipment already included in the university budget. Cash contributions often mean the university will be buying a piece of equipment specifically for the project. You should indicate the account(s) from which the matching will be contributed.

Section 7 - Chair and Dean Certification

• PDs must get their Chair and Dean to sign the PCF before delivering it to ORSP. By providing their signatures, Chairs and Deans are approving faculty/staff time commitments, matching-commitments, use of university facilities, and other expenses.

PCF Approval and ORSP Routing

• Bring the signed PCF to ORSP for routing. Your proposal may not be submitted to the agency without prior approval by appropriate university officials. ORSP will process your proposal to obtain required signatures (i.e. Associate VP of Graduate Studies and Research, Provost, President).