Proposal Routing

Proposal Routing Overview

The University Transmittal Form documents the understanding among the Principal Investigator, Co-Principal Investigators and his/her Department Chair, Dean, and University Officials of the expected allocation of institutional resources and the terms and conditions of the anticipated grant/contract award. It is the obligation of the Principal Investigator and Co-Principal Investigators to ensure all entries on the University Transmittal Form are completed and are accurate.

In order to assist faculty with the expeditious return of signed proposals, completed proposals (signed through the college-level) are to be submitted to the Office of Sponsored Programs at least five working days prior to the proposal deadline date. This time is required to adequately review proposal budgets and forms and to obtain university-level signatures. Please contact the Office of Sponsored Programs promptly if you are unable to meet this required five-day deadline.

Electronic Proposal Submission

All proposals, whether paper or electronic submission, must be routed through the university approval process via the University Transmittal Form. Most electronic submissions will be handled through the Office of Sponsored Programs with the exception of those completed by the Principal Investigator such as the AHA submissions.

College Grants Administrators

The initial contact for most faculty members are with the department or College Grants Administrators. University Transmittal sheets must be reviewed by the College Grants Administrator prior to obtaining Chair/Dean signatures.

For colleges not listed at the above link or for other units/offices, please contact the Office of Sponsored Programs, 460-6456.

Signatory Process

The Transmittal Form is an official and auditable record for awarded grants. As an official grant record, each signatory must comply with the following procedures.

All signatures must be signed personally by the individual. A signature written by another individual and initialed is not acceptable until an original signature or a delegated authority signature has been obtained. A faxed signature will be acceptable in meeting these requirements.

Principal and Co-Principal Investigators must personally sign the Transmittal Form.

Department Chairs or Acting Chairs or Delegated Authority must personally sign the Transmittal Form.

Deans or Assistant/Associate Deans or Delegated Authority must personally sign the Transmittal Form.

Delegated authority to another university faculty/staff member may be assigned by the Department Chair or the Dean by sending a letter or an email to the Office of Sponsored Programs naming the individual certified as the delegated authority.

Proposal Routing Procedures

Complete all applicable fields on the Transmittal Form

All dates should follow the example format: 10/01/08.

OSP Log # - please leave blank, OSP will complete this field after your transmittal form completes OSP final review.

Proposal Abstract - please limit to the space provided. Please note that the proposal abstract will be provided to the Public Relations Office for use in press releases announcing the award.

CFDA Number - this is a number unique to each federal funding program and is required by Grants and Contracts Accounting for awarded grants. The CFDA (Catalog of Federal Domestic Assistance) number may also be found in the application materials.

All budget figures should be rounded off to the nearest whole dollar amount. Please do not include cents in any of your budget figures.

Current Year Budget and Entire Project Period - please provide the appropriate information for the Direct , F&A, and Total costs.

Please select the appropriate F&A rate from the dropdown list.

Cost sharing from a source other than your department or college must include appropriate documentation. For example, a tuition waiver must include an attached email or letter from the Graduate Dean. Banner Account numbers must be listed for each Cost Sharing Item (16 digit number - fund, organization, program).

Compliance Reviews - please select the applicable compliance type and complete the appropriate accompanying information.

Export Controls - please review each question and check Yes or No as applicable.

Disclosures and Certifications - please review each item carefully and check Yes or No as applicable.

Conflict of Interest Certification - please review each item carefully and check Yes or No as applicable.

Complete the College-Level Review/Signatory Process

After the Principal Investigator has received approval from the College Grants Administrator, please print the University Transmittal Form, sign and obtain all appropriate department-level and college-level signatures on the Transmittal Form.
Complete the University-Level Review/Signatory Process

The complete application package must be received in the Office of Sponsored Programs five working days prior to submission to the agency.

The application package submitted to the Office of Sponsored Programs must include the following:

Transmittal Form reviewed by the College Grants Administrator and signed through the college-level, agency face page, budget forms along with final budget narrative, other agency forms, all required documentation as noted on the Transmittal Form and any agency forms requiring a physical signature by the Authorized Organizational Representative.

Final or draft proposal narrative

If the application is a Grants.gov application, the electronic file must be emailed by the College Grants Administrator to the Office of Sponsored Programs.

The Office of Sponsored Programs will secure the Authorized Organizational Representative signature and will return original signature documents except for the Transmittal Form to the Principal Investigator. A pdf copy of the transmittal form will be emailed, and the original will be retained in the Office of Sponsored Programs.

The internal review process assures the Principal Investigator that the proposal paperwork has been completed accurately, including the University Transmittal Form, appropriate forms, budget and budget justification, along with meeting required assurances and compliances.

Electronic Submission, Mailing and Final Copies

For most electronic submissions, the Office of Sponsored Programs will make the submission directly to the agency. For a paper submission, the Principal Investigator is responsible for completing the application package according to the agency guidelines, making all necessary copies of the application, and mailing the application package to the agency after the Authorized Organizational Representative has signed the Transmittal Form. Please note the University Transmittal form is a University form only and should not be mailed with your application.

Final copies of the full proposal, including proposal narrative and appendices should be filed with the Office of Sponsored Programs.

Record Retention Please note that the Office of Sponsored Programs archives declined proposals for approximately one year. It is the responsibility of the Principal Investigator to keep a copy (electronic and hardcopy) of their proposals. Funded proposals are kept for five years past the ending project date by the Office of Grants Administration.