The Elements of Earmarking: An art or a science?
By Michael Fulton
Executive Vice President, Washington, D.C.

Non-profit organizations, college and university administrators, and hospital executives across America are cataloging facility, equipment and research needs to present to their Congressional delegations for consideration of federal appropriations support. Some do it very well, and others stumble over the process and timing, which are designed to weed people and projects out of contention.

The process changes with new leadership in the White House and Congress, the economic situation, Congressional staff changes, the attitudes of agency heads, and the types of projects being requested. This year will be no different. As the deadline for Congressional scrutiny of federal proposals looms for the next cycle, let's look at what works.

Timing, Timing, Timing
The numbers of appropriations projects of all kinds continue to grow each year, so the Appropriations Committee staff set deadlines between mid-March and mid-April each year for the receipt of letters requesting funding from your Congressional representative. Missing this deadline and not following the often last-minute Subcommittee and Full Committee mark-up sessions as well as House, Senate and Conference Committee consideration can spell doom for your institution's project.

Project Proposals That Persuade
If you write a competitive grant proposal in response to a published request for proposals, the numbers of pages can go into the hundreds with minute detail. In the federal appropriations process, a brief two-page document containing the concept; rationale; national, state and local need; and budget synopsis is all that is required. Congressional staff often wants to boil your presentation into a one-pager to submit to a Subcommittee chairman.

Presentation Whets Appetites
Do top officials at your organization need to come to the nation's capital to present the project? No, but it helps immensely to personally present the proposal and the strong support backing it. Meeting with Members of Congress or key staff can provide meaningful feedback and a sense of where your project stands.

Follow Up Is Essential
The squeaky wheel (not pestering) gets the grease in Washington, D.C. Thoughtful calls, letters or invitations to campus from the college or third-party supporters around Committee or Floor consideration can make a difference.

Bad News Travels Fast
A problem at your organization unrelated to your project can bring disaster if your institution does not proactively address this issue with your allies in Congress. Over the years, I have seen several projects not funded because of a question of leadership or bad press.

Credit Where Credit Is Due
If your project is funded, it is important to assist the Congressional office(s) announce it properly and to hold a ceremony related to the success. Any media or speeches about the federal funding should give credit to those who made it possible. Not doing so can hinder future efforts with those Members of Congress who feel neglected or used in the process.

Applying to Agencies for Earmarked Funding
As soon as the ink is dry on the appropriations bill funding your project, you should inquire as to how to best work with the federal agency to secure the grant earmarked in your behalf. There are millions of dollars each year not claimed by the organizations receiving earmarks and those funds are reprogrammed for other activities in future years.

As long as Representatives and Senators are elected, the practice of earmarking will continue. If your organization seeks federal earmarks, commit to improving your handling of the process, timing and relationships that can lead to millions of dollars. If you are not pursuing earmarks from the discretionary federal budget, those who are readying their submission thank you. Some institutions are going to receive major grants with the help of their Congressional representatives -- it may as well be yours!