Principal Investigators (PIs) can initiate a proposal for any sponsor (internal or external), or request a budget scenario for a potential gift, by submitting a PI Proposal Initiation (PIPI) Form.

Purpose of the PIPI

1.     Signals your interest in applying for a specific funding opportunity to the Finance Team.

2.     Captures essential details about the funding opportunity.

3.     Helps the Finance Team assign a Finance Officer (FO) to your proposal.

Required fields are marked with an asterisk. Questions? Email teamfinance@media.mit.edu.

Best Practices:

• Submit a PIPI form as soon as possible, even if you're uncertain about applying. Submission is non-binding, and a proposal can be dropped at any time. Missing details can be added as they come into focus — just notify your FO of any changes; there's no need to resubmit the form.
• Early PIPI submission ensures adequate time and resources for developing a higher-quality proposal. Lead time is especially critical for large proposals and for certain sponsors, including DARPA and DOD agencies.
• Early PIPI submission allows time to identify budget implications, such as overhead restrictions, budget format requirements, and other sponsor-specific constraints.
• Submit final proposal documents at least 7 business days before the sponsor's deadline — 2 business days for Media Lab review plus 5 business days for RAS (Research Administrative Services) review.
• If the PI is not the proposal lead, keep the PI informed on all proposals. PI support is vital for postdocs, fellows, and project management staff. Proposals should never be submitted without the PI's approval.
• If MIT will submit through another institution (e.g., another university), list that institution as the sponsor. The "prime" sponsor is determined by the funding opportunity announcement (e.g., NIH or NSF).
• Many variables go into building an MIT budget — please don't attempt it alone. Share your desired line items and the Finance Team will draft the budget.

Next Steps:

1.     Once you submit a PIPI, an FO will be assigned to your proposal. The FO  will reach out to the PI and proposal team.

2.     Provide key information to help the FO build the budget: personnel and effort allocations, travel plans, supplies, equipment, contractors, vendors, and subawards.

3.     The FO will draft a budget including fringe benefits, overhead, tuition, and other costs, and will share information about applicable under-recovery. If needed, the FO will draft a Budget Justification for your review or approval.

4.     The FO will provide guidance on proposal structure and sponsor requirements. The PI or designee should explicitly notify the FO of substantive changes to the proposal.

5.     All documents, in final format must be provided to the FO by the Finance due date.

6.     Finally, the FO will coordinate with RAS to review and approve proposal documents prior to submission to the sponsor.