Montana State University

Office of Sponsored Programs

Montana State University
P.O. Box 172470
Bozeman, MT 59717-2470

Tel: (406) 994-2381
Fax: (406) 994-7951
Location: 309 Montana Hall


Sandy Sward

Sponsored Programs

ATTENTION: Montana State University is already registered as an institution through No additional registration by Principal Investigators is necessary.


Most federal grant proposals are now submitted electronically through This website is a single access point allowing organizations to electronically find and apply for competitive grant opportunities from all federal grant-making agencies including grant programs such as NSF, NIH, EPA, USDA, DoED, DOD, DOE, USGS, DHHS, etc. See for complete details.


If your sponsor requires submission through, contact your Fiscal Manager in OSP well in advance of due dates in order to assure an on-time application through this federally required system.


Find Grant Opportunities: PIs can search the database to find federal opportunities, and also register to receive for e-mail notifications. Comprehensive search mechanisms are available. Use the funding opportunity number of the program you wish to apply to for the next step.


Apply for Grants: On the web page you will find and download an application package using Adobe Reader version 8.1.1 through 11.0.2, or Adobe Professional 8.0, 9.0, 10.0 or 11.0. Adobe Reader can be downloaded from A test package is available at to verify if you have the correct version of Adobe Reader installed on your computer. Download the application package to your desktop. When you have completed and saved all required forms and fields, the proposal will be ready for submission.


Transfer your Application to OSP: Your completed file and/or any other required agency files can now be attached to the Electronic Proposal Clearance Form (ePCF).  Look for “Transfer Agency Files to OSP” on the Menu Options screen of the ePCF. The maximum file size is 100 megabytes. After attaching your files, select Finish at the top of the screen.  An email message will be sent to the OSP Fiscal Manager and OSP Administrators to notify them that the files are ready to be received.


Submission of your Application: Your Fiscal Manager in OSP is the Authorized Organizational Representative who will then review and submit the proposal to the agency. PIs cannot submit the electronic proposal directly to

Tips for Using

  1. Use Internet Explorer.
  2. Enable cookie support and pop-ups.
  3. Adobe applications will work on a PC or Macintosh computer.
  4. When downloading your application package, it's a good idea to register to receive notification of any changes that might be made to the application package.
  5. Download Adobe Reader (acceptable versions are 8.1.1 through 11.0.2) or use Adobe Professional 8.0, 9.0, 10.0 or 11.0, application instructions and application forms. Save on your desktop.
  6. Notify OSP as soon as you begin the application process.
  7. Complete the SF 424 (R&R) Form first (it populates other fields) - see below
  8. PIs sometimes need to register with individual agencies. Call 994-2381 for assistance (ie NIH, NSF, NASA). “Credential, agency login” "on the R&R Sr/Key Person Profile" form refers to your agency specific username (ie, eRA Commons username, NSF user id).
  9. Mandatory forms must be moved to Mandatory Documents for Submission (on right) in order to complete them.
  10. Fields not completed will show in yellow (these are mandatory fields; agencies may have others which are mandatory).
  11. After entering data into the file, click the SAVE button each time before exiting. Save this file on your desktop. The file does not automatically save the data.
  12. Most agencies require attachments to be in PDF. Do not use special characters (such as &, /, \, [, ], %, #, -, ', ) or periods or spaces in file names. For word separation, use an underscore (_).
  13. Do “Check Package for Errors” when done uploading files.
  14. The “Save and Submit” button becomes active after all mandatory elements are completed and moved to the right, and the document has been “Saved”. Again, PIs cannot submit the electronic proposal directly to
  15. Transfer your completed file to OSP for submission by attaching it to the Electronic Proposal Clearance Form.  Look for “Transfer Agency Files to OSP” on the Menu Options screen. The maximum file size is 100 megabytes. After attaching your files, select Finish at the top of the screen.  An email message will be sent to the OSP Fiscal Manager and OSP Administrators to notify them that the files are ready to be received.
  16. Note your application deadline (Mountain time?  Eastern time?  2 pm?  5 pm?)  Submit early!
    Remember that OSP has a 48 hour rule!

  17. Agency specific reminders:

NIH - PI must enter eRA Commons username at “Credential, agency login” (on Sr/Key Person form)
NIH - Letters of support with electronic signatures will cause an error in eRA Commons.  They need to be scanned or resaved every time they are submitted to remove the electronic signature block.

USDA - Complete the Conflict of Interest form (on Supplemental Info form)

HRSA - May require application to be completed in HRSA online, and signed cover sheet to be mailed by OSP.

NSF - Please use FastLane unless is required. If using, include your User ID at "Credential, agency login" (on Sr/Key Person Profile form).       

Form 424 R&R

The first form you should complete in any application is the 424 R&R. Once saved it will populate other required forms. Here is the information you will need for this initial form. (Field numbers may vary across agencies.)

              Field 2          Applicant Identifier: PI Last Name, OSP Pending Number (OSP will add the Pending Number)

              Field 5          Legal Name: Montana State University

                                  DUNS #: 625447982

                                  Department: (PI’s Department); Division (PI’s College)

                                  Address:  309 Montana Hall, Bozeman, MT 59717-2470

                                  Person to be contacted on matters involving this application:  your Fiscal

                                  Manager’s name and email.

              Field 6          MSU Employer Identification number: 81- 6010045

              Field 7          Type of Applicant: (F) State Controlled Institution of Higher Education

              Field 14         Congressional District of Applicant: MT-001

              Field 17         Is Application subject to review by state executive order 12372 process?

                                          b. No - Program is not covered by E.O. 12372

              Field 19         Authorized Representative: 

                                          Your Fiscal Manager’s name goes here

                                          Fiscal Manager; Montana State University

                                          Office of Sponsored Programs, VP for Research

                                          309 Montana Hall

                                          Bozeman, Gallatin, MT 59717-2470

                                          406-994-2381, 406-994-7951,

                                                        (Note: For proposals to the National Science Foundation,

                                                        FMs must use their own email address.)



     Help Desk – 1-800-518-4726 or

     User Guide –

              OSP assistance – 994-2381