Non-Federal

Non-federal sponsors include nonprofits, industry partners, healthcare institutes and hospitals, international institutions, foreign governments, associations, other institutions of higher education, as well as local and state governmental entities.

Regardless of whether or not it is a sponsor requirement, it is a UW Policy that the Office of Sponsored Programs (OSP) submit proposals to external entities. Review GIM 1 – Review and Submission Requirements for Proposals. For industry sponsored clinical studies and trials review clinical research.

Looking for Staff Assignment guidance?
See Affiliated and Collaborating Institutions.

Contents

Non-Profit Sponsors

Some sponsor systems are used strictly to submit proposals and others are for pre-award and post-award management of the application and award.

Some industry sponsors have separate foundations that provide grants or fellowships which may have special guidelines. OSP will verify foundation non-profit status.

Many non-profit sponsor applications ask for the UW Technology Transfer Officer contact, the UW’s Tech Transfer Office is CoMotion and our UW Tech Transfer Officer: Bunny Grewal email: innovations@uw.edu

American Heart Association (AHA)

AHA uses ProposalCentral for proposal submission. Review more information including applicant instructions at AHA Applicant Information.

Gates Foundation

Most Gates Foundation awards are made by an invitation to submit a proposal with a tight timeline. Proposals resulting from these invitations are made to the UW Foundation (not the UW) and require using a 15% TDC F&A rate. Review instructions for preparing & submitting proposals for these “by invitation” grants to the UWF.

Other Gates Foundation applications such as their Grand Challenges are open competitive calls for proposals. Awards resulting from these are made to the UW. These competitive proposals for the Gates Foundation should use a 10% F&A rate and follow the same steps for preparing and submitting a proposal as other competitive proposals.

The Gates Foundation has an Open Access policy and Humanitarian License terms that apply to all of its grant agreements. Please work with your OSP reviewer for these agreements.

Applications to UW Foundation for Gates Foundation Invitation Proposals

Budget Preparation for UW Foundation Gates Foundation Invitation Proposals

• The UW Foundation receives 15% F&A on these awards
• The Gates Foundation indirect cost policy allows F&A on most direct cost categories
• Prepare your budget using 15% F&A on total direct costs (TDC)
• Flow-through funding from the Gates Foundation is made to the UW using a 10% F&A rate on TDC

Proposals to UW Foundation for Gates Foundation Invitations

• List Mary Gresch, President UWF, as the authorized signer
• Contact email is uwfdn@uw.edu
• Use this address: 407 Gerberding Hall, Box 351210, Seattle, WA 98195-1210
• EIN is 94-3079432 and Tax Status is 509(a)(1)
• Attach to an eGC1 in SAGE to route the proposal to OSP
• OSP coordinates with UWF to obtain signatures for submission
• Please provide a named Gates Foundation contact for the cover letter

eGC1 Submission for UW Foundation Gates Foundation Invitation Proposals

Attach the following documentation to the Gates Foundation eGC1 in SAGE.

Reach out to osp@uw.edu to obtain the Gates Foundation Proposal Intellectual Property (IP) Package, which includes the UW PI Intellectual Property (IP) Questionnaire & the UW IP Disposition Memo needed for all Gates Foundation proposals.

• Attach complete Gates foundation proposal
• Complete IP Package, including the UW PI IP Questionnaire and UW IP Disposition Memo, signed by PI(s), Chair(s), and Dean(s)
• Gates Foundation IP Report, if applicable per the Grant Proposal Narrative

Failure to submit the IP documentation with the eGC1 will result in delays and possible loss of funds. The Gates Foundation typically has a deadline to accept these terms.

Burroughs Wellcome Fund (BWF)

The Burroughs Wellcome Fund only makes awards to degree-granting institutions.

Researchers and Mentor / Sponsor must be employed by the UW, or have an affiliate appointment with the UW and also be a member of an affiliate institution to submit proposals to BWF at the UW.

UW departments submitting proposals on behalf of an affiliate researcher must be willing to provide typical and extensive post award administrative duties with zero cost recovery.

BWF may require a letter of institutional commitment for items such as but not limited to, faculty appointment, salary, laboratory start-up funds, etc. These letters must be provided by the PI’s primary Institution, signed by the official authorized to make the commitment and attached to the eGC1.

BWF reserves the right to terminate a grant if this commitment is judged to be inadequate.

eGC1 Requirements

UW PI:

If required in the application, attach an Institutional letter of commitment.

Affiliate Faculty:

• If required by the application, attach an Institutional letter of commitment provided by the Affiliate institution.
• UW department comment acknowledging: willingness to handle any post award administrative duties with zero cost recovery, including compliance oversight (IRB, IACUC, etc.), budget monitoring & managing, annual reporting, requesting & monitoring subawards, and more.

Non-profit Organizations using proposalCENTRAL

This system is used by many non-profit organizations including:

• Alzheimer’s Association
• American Cancer Society
• American Heart Association
• American Lung Association
• Arthritis Foundation
• Cystic Fibrosis Foundation
• Muscular Dystrophy Association
• Susan G. Komen
• Others

PIs must create their own proposalCENTRAL accounts.

The PI must give OSP access, and OSP submits the application on behalf of the UW.

Steps to give OSP access:

1. Log into proposalCENTRAL and open the proposal
2. Select ‘Enable Other Users to Access this proposal’
3. Enter ‘osp@uw.edu’ in the ‘User Selector’ box, select ‘find user’
4. Carol Rhodes should still be listed in  ‘Proposal Access Rights’ until further notice (this bullet updated 1/06/2026)
5. Type her role into the relevant box – i.e. Business or Signing Official
6. Use ‘Permissions’ drop-down to select ‘Administrator’.
7. Select ‘Auto Notify’ to send OSP auto-notifications for this proposal
8. Select ‘Accept Changes’

Many proposalCentral applications also ask for the UW Technology Transfer Officer contact, the UW’s Tech Transfer Office is CoMotion.

UW Tech Transfer Officer: Bunny Grewal, email: innovations@uw.edu

Patient-Centered Outcomes Research Institute (PCORI)

PCORI instructions & links updated 1/06/2026.

The Patient-Centered Outcomes Research Institute (PCORI) is an independent, nonprofit organization authorized by Congress in 2010. Its mission is to fund research that will provide patients, their caregivers, and clinicians with the evidence-based information needed to make better-informed healthcare decisions.

PCORI Online is a “one-stop-shop” for all aspects of the award lifecycle: from proposal submission to reporting and management.

• The PI initially submits a Letter of Intent (LOI) and can then be invited to submit an application
• OSP is the Administrative Official (AO) in the system
• The PI selects the AO to list on their LOI and application
• Use the name of the Director of OSP to select the AO
• To proceed with the final application, the PI chooses “Review/Submit” (a PDF of the application can be printed at this stage to verify that it is ready to submit)
• “Submit” sends the application to the AO for approval
• Once OSP (as the AO) approves, the application moves forward to sponsor review

PCORI Funding Opportunities

PCORI Online Resources for Applicants – Research Awards

Industry Sponsors

Limit preliminary discussions with prospective funding sources to the scientific aspects of the work. Full proposal documentation requires OSP approval. All industry collaborations must adhere to UW principles.  Looking for guidance on Boeing  project agreements? Review more information on Boeing Research Services.

Many situations may also require a separate agreement between the UW and the collaborators.

Such as:

• Sharing Information
• Sharing Materials and or technology
• Data sharing
• Export Control Considerations

Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) Programs

SBIR is a federal program to provide research and development funding to small business concerns to stimulate innovation with a potential for commercialization.  The small business entity partners are encouraged to work with an institution of higher education.

STTR is a federal program to facilitate cooperation between a small business concern and an institution of higher education, with the results having potential commercial value.

Both programs typically have three phases:  Feasibility study, R&D, and commercialization.

Applicants to an SBIR or STTR program are the for-profit entities.  In order for UW to participate, the small business includes the UW proposal within its proposal to the federal agency.  If awarded, the small business issues a subaward to UW.

More information about SBIR and STTR  is available from the U.S. Small Business Association.

Incoming Subawards

Incoming subawards happen when another institution (pass-through entity) receives funding from a sponsor (aka prime sponsor) and that institution subawards a portion of the work to the UW.

What’s the difference between an incoming subaward and an outgoing subaward? 

The UW is a participating Federal Demonstration Partnership (FDP) Expanded Clearinghouse entity. Participating organizations agree to use FDP entity profiles to verify institutional information.

Review the UW’s FDP Profile.

eGC1 Proposal Preparation and Routing

• UW’s “sponsor” on the eGC1 is always the institution providing UW funding.
• Prepare documents according to sponsor (pass-through entity) instructions.
• Route on an eGC1 for UW approval, include:
  • the scope of work,
  • budget, budget justification (at a minimum),
  • and any other documents required by our sponsor
• eGC1 Sponsor deadline: Use the date the pass-through entity needs UW documents. (Not the prime sponsor due date).
• OSP attaches a cover letter to eGC1 after review.
• PI/dept. must send documents, including cover letter, to the pass-through entity for their submission to the prime sponsor.