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Sponsored Projects Administration

Follow the procedures below to route a proposal to Pre-award for review and approval. The administrative and financial (A&F) packet, including the completed administrative portion of the grant application, is due to Pre-award ten (10) business days prior to the agency deadline.

Route only final documents, not drafts, to Pre-award for review and approval. Draft documents will not be accepted and do not suffice for a completed application.

Proposal deadline submission

FEDERAL PROPOSAL REQUIREMENTS

A complete A&F Packet for a proposal built in Cayuse includes: SF 424 Research and Related(R&R) forms . All information below is to be completed when uploaded for A&F review:

  • SF 424 Cover (pages 1 & 2).
  • R&R Project/Performance Site Locations (all sites should be included at the time of upload and be physical location in which project is being executed).
  • R&R Other Project Information (Complete with exception to Abstract)
  • R&R Senior/Key Person Profile (information for all senior/key personnel is required for the A&F review including Biographical sketches).
  • R&R Budget (all three pages must be completed for all years, including budget justification. If a modular application, complete the PHS 398 Modular Budget).
  • PHS Human Subjects and Clinical Trials Information (Study Record(s) must be completed) For more details on new form please refer to information page.
  • R&R Subaward Budget Attachment (if applicable).
  • PHS 398 Cover Page Supplement (pages 1 & 2).
  • PHS 398 Research Plan (Complete with exception to Specific Aims and Research Strategy)

Upload the following in Documents under the Proposal Summary section in Cayuse:

  • Completed R&A form signed by all parties for all schools participating on the project.
  • Signed exception letters (such as a cost sharing memo or an IDC waiver) appointment letters, etc., as applicable.
  • Completed SPA internal Budget
  • Projects involving subcontracts will need to provide the following for each subcontract:
    • Scope of work (SOW)
    • Signed letter of intent (LOI)
    • Final budget
    • Final budget justification
    • Collaborator's federal negotiated indirect cost rate agreement
  • Regardless of funding source, prior to submission, the subrecipient must provide certification of compliance with the PHS FCOI Regulation (42 CFR Part 50) by providing SPA with one of the following:
  • Conflict of Interest Disclosure form from each subcontractor
  • A screen shot that shows that each subrecipient is listed in the FDP Institutional Clearinghouse. No other action is required.
  • An LOI or a form signed by the Authorized Signing Official which certifies compliance with the PHS FCOI Regulation (42 CFR Part 50) for each subcontractor.

Route the application to Pre-award by adding Pre-award to the routing chain under the Routing & Approval section of the Cayuse application.

Sponsored Projects Administration will review application while allowing science uploads to be completed. Once SPA approval obtained, proposal will be returned to department for final approval and request for submission. Deadline to request submission to agency is 3 days prior to deadline.


ALL OTHER PROPOSAL REQUIREMENTS

Submit the following to SPA via Cayuse 424:

  • Completed R&A form signed by all parties for all schools participating on the project.
  • Final budget and budget justification on the sponsor-required forms. Also provide completed SPA internal budget.
  • Signed exception letters (such as a cost sharing memo or an IDC waiver), appointment letters, etc., as applicable.
  • Copy of the full grant application, including with the administrative sections completed. This includes all documents except the science.
  • Agency instructions and guidelines.
  • All applicable assurances (human subjects, animal welfare, etc.) required by the sponsor at the time of submission.
  • Projects involving subcontracts will need to provide the following for each subcontract:
    • Scope of work (SOW)
    • Signed letter of intent (LOI)
    • Final budget
    • Final budget justification
    • Collaborator's federal negotiated indirect cost rate agreement
  • Regardless of funding source, prior to submission, the subrecipient must provide certification of compliance with the PHS FCOI Regulation (42 CFR Part 50) by providing SPA with one of the following:
    • Conflict of Interest Disclosure form from each subcontractor
    • A screen shot that shows that each subrecipient is listed in the FDP Institutional Clearinghouse. No other action is required.
    • An LOI or a form signed by the Authorized Signing Official which certifies compliance with the PHS FCOI Regulation (42 CFR Part 50) for each subcontractor

If the application is to be submitted by SPA, it is the PI’s/Department’s responsibility to provide the final science 3 business days prior to agency deadline. The PI/Department should take into account the time needed for unplanned technical issues, system validations, and for SPA to gain access to the system, as well as SPA’s schedule, etc. to ensure that your application is submitted on time.