Grant Application Requirements and Submission Deadlines
The Portland VA Research Foundation (PVARF) is available to assist Principal Investigators and their staff with the process of submitting extramural grant proposals. PVARF has developed the following guidelines to ensure submissions are complete and go through the review process in a timely manner. In order to submit a grant to an outside sponsor (including voluntary health organizations, other nonprofits, federal agencies or corporate sponsors); please review the Grant proposal guidelines for details. PVARF must review all grants prior to submission. PVARF can submit grants to all government entities. When deciding on who to submit you grant through, the general rule is that the institution where the majority of the work is being conducted should submit the application. If more than 50% of the work is being completed on VA property, the grant should be submitted through PVARF.
For projects that require services or subcontracts with other organizations, please submit the materials to PVARF no less than one week prior to the submission due date.
For investigator-initiated projects obtaining corporate support, a Cooperative Research and Development Agreement (CRADA) must be established between PVARF, the corporate partner, and VA Portland Health Care System (VAPORHCS).
Negotiation of CRADAs will be initiated by PVARF once the investigator has provided necessary information.
All such CRADAs must be signed by PVARF and VA Portland Health Care System (VAPORHCS). Investigators cannot enter into funding agreements that bind PVARF or VAPORHCS in any way.
Principal Investigators submitting grants through the foundation must submit to the R&D office the scientific abstract and a completed PPQ.
Sub-Awards
The following information is required from the sub-recipient for the proposal:
- Budget
- Budget justification
- Scope of Work or Specific Aims and Background
Note: A draft of a sub-award budget is required at least two weeks prior to the grant due date and the final signed documents are due five days before the due date.
OHSU Sub-Award Procedures
Investigators who plan to utilize OHSU research services and have funds at the PVARF will need to request a Sub Award. The Sub Award Form is used when there is an external funded sponsored project awarded to PVARF. Instructions and “PVARF/OHSU Sub Award Form” are on the PVARF form website. This mechanism can also be reversed. Investigators need to contact their OHSU department to request an OHSU/PVARF sub-award.
Amendments and Close-Outs
An amendment is required if there is a significant change to the sub-award. A significant change can include but is not limited to the following: a change in key personnel or a change in the effort of key personnel, an increase in the total award amount requested, and/or re-budgeting of the total award amount.
Carry-over on sub-awards may not be automatic. Specific requirements will be determined by with the funding agency.
Progress and final reports will be required. The terms and conditions will be defined in the sub-award agreement.
For more information on submitting a grant through PVARF, contact our grant specialist.
Policies & Procedures
| Policy title | Category | Effective date |
|---|---|---|
| Conflict of Interest | Compliance | August 6, 2026 |
| Defraying Printing Costs | Foundation Programs | August 6, 2026 |
| Delinquent Accounts | Accounting | August 6, 2026 |
| Income Statements | Accounting | August 6, 2026 |
| Project Approval | Project Administration | August 6, 2026 |
| Purchases & Expenditures | Accounting | August 6, 2026 |
| PVARF Crowd Funding Policy | Compliance | August 6, 2026 |
| Reporting Improper Activity | Compliance | August 6, 2026 |
| Residual Research & Education Funds Policy | Accounting | August 6, 2026 |
| Source & Management of Funds | Accounting | August 6, 2026 |
| Special Foundation Programs | Foundation Programs | August 6, 2026 |
| Study Closeout | Project Administration | August 6, 2026 |
| Transfer of Funds and/or Equipment | Project Administration | August 6, 2026 |
| Travel Policy | Reimbursement | August 6, 2026 |