HWS Policies

Grant Proposal Authorization Form

Prior to submitting a grant proposal to an external funder, faculty and staff are required to:

  1. Download and complete either the Grant Proposal Authorization Form (PDF / Word) or the Fellowship Authorization Form (PDF / Word).

    Note: Both of these forms require signatures from the Provost and your Department Chair. The Grant Proposal Authorization Form requires approval from Information Technology and additionally from Human Resources if the proposal budget includes salary, wage or stipend - including student workers or research assistance. Submit the completed form, along with the proposal and the budget, to the Provost at least three days prior to the application deadline.

  2. Once you have acquired the necessary signatures, return the form with a final copy of the proposal to the Office of Grants.

Facilities and Administrative Cost, Indirect Cost Rate, and Overhead Costs

If allowable by the funder, all proposal budgets must include a line for Facilities and Administrative costs (F&A), an Indirect Cost Rate (ICR), or Overhead costs. Currently, the Hobart and William Smith F&A or Indirect Cost Rate, used for many federal programs, is 70%. This percentage is applied to all direct salaries and wages, excluding fringe benefits. Many foundations do not allow any indirect costs, but may allow a modest percentage for overhead. It is important to clarify the funder's policy on this issue before submitting a proposal. Please call the Grants Office if you have any questions.

Personnel Costs

If the budget names specific individuals, use their current salary or wage as a base for calculations. For multiple-year grants, salaries or wages should be adjusted by 3 percent per year of the grant to represent the projected estimate of yearly salary and wage increases.

If the budget does include salaries, fringe benefits must be included as an additional direct cost. Fringe benefits represent the real costs incurred by the Colleges above and beyond that of salary, such as payroll taxes, retirement, and insurance. For all current Hobart and William Smith fringe benefit rates, please refer to Frequently Requested Information. Unlike salaries, stipends are not eligible for fringe benefits.

For Successful Proposals

Send a copy of the award letter to the Office of Grants. Our staff will then work with the Business Office to establish an account for your grant. We will also review with you any applicable internal post-award monitoring processes.


Mailing address:

Office of Grants
Hobart and William Smith Colleges
300 Pulteney Street
Geneva, NY 14456
Fax: (315) 781-4564

The office is physically located at 613 S. Main Street on the lower level.


Roberta Truscello
Director of Sponsored Programs
Phone: (315) 781-3754

Martha Bond
Director of Corporate and Foundation Relations
Phone: (315) 781-3780

Karen Goulet
Grants Manager
Phone: (315) 781-3067