Top tips for winning U.S funding

While success rates can sometimes be higher for research applicants across a range of disciplines than in Australia due to the large and diverse U.S. research landscape, UTS International Grants Manager Maggie Wang says that success hinges on foresight, alignment with funder goals and robust collaboration with U.S. partners. 

"Securing US funding requires not only a compelling proposal but also a deep understanding of the funding landscape and the ability to align your project with the priorities of the funding agencies. Persistence, clarity, and strategic planning are key to success,” Maggie said.

Persistence, clarity, and strategic planning are key to success.

A recent workshop presented by Tom Kuhn, one of Hanover Research’s Senior Grants Consultants, as part of the UTS ASPIRE funding landscape series, highlighted the various types of funds available from the U.S.

Be targeted in your approach

Tom said that historically over $200 billion has been available in Research & Development (R&D) annual funding through a decentralised system of mission-driven U.S federal agencies and that, adding in the considerable funding from private foundations like Gates and Simons, the U.S. funding landscape offers a wealth of opportunities for UTS researchers. 

“The U.S. federal funding landscape is mission-driven with strict access requirements,” said Tom, “And approaching U.S. foundations requires a similarly strategic and tactical approach.”

Before making an application, you can enhance your chances of securing valuable international funding by:

• understanding the U.S. funding ecosystem
• strategically building collaborations
• meticulously preparing applications
• leveraging the comprehensive support available from the UTS Research Office.

He warned that superficial collaborations are increasingly rejected, emphasising the need for full integration and mutual benefit. 

“That’s why it’s important that you must aim to map your research to agency priorities,” Tom said. 

Foreign institutions are typically funded only when they offer unique scientific value that strengthens the U.S. research enterprise and advances on fundamental U.S. and global challenges. 

That’s why it’s important that you must aim to map your research to agency priorities.

“This requires a very targeted approach and clear justification that demonstrates scientific necessity and mission alignment,” Tom said.

Types of funding

UTS researchers can access U.S. funding primarily through three routes, each with distinct strategies and compliance needs:

1. Direct Awards: Limited but possible from agencies like National Institution of Health (NIH), and Department of Defence (DoD) when foreign expertise is essential.
2. Sub-awards from U.S. Institutions: The most common route, requiring strong partnerships and careful coordination.
3. Participation in Large Consortia: Involving international roles within multi-institutional teams, such as NIH networks.

Find local collaborators

A well-placed U.S. collaborator is often the strongest asset for an Australian researcher. 

“Having a local partner may even be essential for both eligibility and competitiveness, considering that most U.S. funders, particularly the National Science Foundation (NSF) and Department of Energy (DoE), require the prime awardee to be from the U.S.,” said Tom.

A known U.S. collaborator can help navigate agency culture and submission systems, while joint work strengthens the perception of feasibility and scale during review.

To find a suitable partner, Tom suggests browsing resources such as: 

• NIH RePORTER and NSF Award - to identify recent grantees in your research area. Search by topic and drill into project records for contact information and abstracts.
• Google Scholar or ResearchGate - to review co-author networks.

“If you find someone whose research interests align with your own, connect with them,” said Tom, adding that you can start by crafting a concise message highlighting your shared interests and how their work complements yours. 

If you find someone whose research interests align with your own, connect with them.

“If this approach is well received, you can then propose exploring a joint bid.”

It’s a good idea to prepare a one-page Concept Brief outlining the project’s proposed aims and the value a collaboration with UTS would add. 

Navigating funding announcements

Understanding how to interpret a Funding Opportunity Announcement (FOA) is crucial, as this provides the blueprint for reviewer expectations. 

“It’s important that you fully understand the scientific or programmatic issue being addressed by the scheme, the size, duration and scope of the award, including whether UTS is allowed as a lead or subrecipient,” Tom said, adding that you must also understand any foreign applicant constraints.

Use the review criteria to help shape the structure of your proposal, as these often mirror core NIH or NSF review standards that reviewers expect.

When it comes to submission requirements, applicants must adhere to mandatory biosketch formats, required forms, templates and deadlines.

“Use the review criteria to help shape the structure of your proposal, as these often mirror core NIH or NSF review standards that reviewers expect,” Tom suggested.

“Notice keywords such as "collaboration," "efficacy" or "technology validation" that may appear multiple times in an FOA. These can indicate core themes or win priorities that you should address.”

Budgeting and timelines

Budgeting for international participation involves specific U.S. rules. For instance, NIH generally caps foreign institutions at 8% indirect costs, unless explicitly noted, and requires detailed justification for every line item. 

Foundations often have similar indirect rate levels and may require milestone-based disbursements. 

“You will want to prepare two versions of your budget in U.S. and Australian formats, providing a detailed justification and coordinating early with your U.S. partner's grants office,” said Tom.

Competitive international applications typically take 3–5 months to develop, and you should plan internal deadlines at least five days before the strict submission deadlines, as many U.S. systems do not allow late corrections.

Common pitfalls to avoid

Grant reviewers reward clarity, compliance and purpose and do not appreciate ambiguity or roles that are unclear. 

Tom warned against making common mistakes including:

• submitting before verifying eligibility for foreign institutions.
• using a vague justification for a partner institution’s role.
• non-compliance with biosketch formatting or page limits.
• confusing budget justifications.
• poor alignment with agency mission or review criteria.

Reviewers may raise red flags such as "Why is UTS even on this project?", "No evidence of past collaboration," or "Budget is 40% foreign with no added value". 

“That’s another reason why your application must explicitly spell out the impact of your contribution on the U.S. and global outcomes,” Tom said.

Get help from the Research Office

“If you have identified a U.S. funding opportunity, you do not have to navigate the complex application process alone,” said Maggie.

Contact the International Team in the UTS Research Office for help with the funding analysis and eligibility review, budget development and compliance with any U.S. rules.

What’s next?

• Look out for Hanover’s next dedicated UTS webinar to find out how you can reach out to Funders from Foundations and the private sectors. Details will be made available on RES Hub when confirmed.
• Contact Maggie Wang, International Grants Manager, to explore the funding opportunities tailored for your research.