Pre-Award

Routing Proposals for Review

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.

Effective September 2013, Cayuse will be the mechanism to route all proposals (federal and non-federal) to Pre-award for review and approval. 

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 is to be completed when uploaded for A&F review):

  • SF 424 Cover (pages 1 & 2).
  • R&R Other Project Information.
  • R&R Project/Performance Site Locations (all sites should be included at the time of upload).
  • R&R Senior/Key Person Profile (information for all senior/key personnel is required for the A&F review. Biographical sketches are not required at the time of A&F review but are required for the final application).
  • PHS 398 Cover Page Supplement (pages 1 & 2).
  • PHS 398 Checklist (pages 1 & 2).
  • 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).
  • R&R Subaward Budget Attachment (if applicable).
  • Targeted/Planned Enrollment Table, Inclusion Enrollment Report, and PHS 398 Cover Letter (if applicable).

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 Research Conflict of Interest Certification forms for all personnel designated by the PI as responsible for the design, conduct and/or reporting of the proposed research.
  • Signed exception letters (such as a cost sharing memo or an IDC waiver) appointment letters, etc., as applicable.
  • Internal spreadsheets for the budget.
  • Projects involving subcontracts will need to provide the following for each subcontract: a signed Letter of Intent (LOI), scope of work (SOW), final budget, final budget justification, collaborator's federally negotiated indirect cost rate agreement, and a Conflict of Interest Disclosure form from 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.

ALL OTHER PROPOSAL REQUIREMENTS 

Note: Effective September 2013, OSP will discontinue the use of the OSP Proposal Upload portal. All applications should be routed to OSP using Cayuse 424.

Step-by-step instructions for routing non-federal proposals (Private agencies, subcontracts, etc.)

Submit the following to OSP via Cayuse 424:

  • Completed R&A form signed by all parties for all schools participating on the project.
  • Signed Research Conflict of Interest Certification forms for all personnel designated by the PI as responsible for the design, conduct, and/or reporting of the proposed research.
  • Final budget and budget justification on the sponsor-required forms. Provide the departmental/internal budget, if available.
  • 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: signed letter of intent (LOI), scope of work (SOW), final budget, final budget justification, collaborator's federally negotiated indirect cost rate agreement, and a Conflict of Interest Disclosure form from each subcontractor.

If the application is to be submitted by OSP, it is the PI’s/Department’s responsibility to provide the final application (complete with science) in enough time for OSP to submit. The PI/Department should take into account the time needed for unplanned technical issues, system validations, and for OSP to gain access to the system, as well as OSP’s schedule, etc. To ensure that your application is submitted on time, OSP recommends that the final application be received by OSP at least 2 business days prior to the deadline if OSP is to submit electronically.