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Proposal Routing and Approval

All proposals and/or applications for external support must be reviewed and approved by OSP prior to being submitted to the sponsor because:

  • OSP assists the PI(s) by reviewing the proposal for compliance with sponsor guidelines and University requirements
  • OSP has the legal and fiduciary responsibility to ensure that all University, sponsor, state and federal regulations, laws, and policies are met

The full proposal and application, whether sent in paper or electronic form, must be reviewed and approved by OSP prior to being submitted to a sponsor.  A minimum of two working days are required to completely process a proposal. This time frame allows OSP to fully review the sponsor’s requirements and the proposal. Corrections must be submitted to OSP for review prior to submission to the sponsor.

Please note: electronic submission may result in a longer processing time due to many different types of electronic systems. For proposals that are either sent to sponsoring agencies without being reviewed and approved by OSP, or which have been given to OSP with less than 24 hours to review, the following may occur:

  • The University reserves the right to withdraw the proposal
  • The University has the right not to accept the award if funded
  • The University has the right to renegotiate the terms and conditions, budget, resources, etc., before accepting the award

Note: The award will not be accepted if the proposal contains elements which are inconsistent with University policy, has objectionable terms and conditions, requires resources not approved prior to the proposal, fails to include the appropriate amount of F&A in the budget, or does not receive Chair and/or Dean approvals on a transmittal sheet.

Routing Process

Please let your OSP team know about your intention to submit a proposal to an external sponsor as soon as possible.  OSP Administrators are available to answer your questions regarding RFP requirements, budget preparation issues, forms and electronic submission requirements at any time.  Although OSP is available to assist you during proposal preparation, it is helpful to us in tracking proposals, to have a transmittal form as early as possible and no later than 2 days prior to submission of the proposal to the sponsor.  OSP will officially approve proposals only after the internal routing process is completed using a Transmittal form (OSPA1). Proposals can be submitted to the sponsor only after OSP has received the proposal and a fully signed transmittal. The information contained on the transmittal is used to track important information and to verify department/college approval.

A PI should fully complete the OSP-1, Transmittal, which is available online at the SP website. All questions on the transmittal should be answered and all signatures present. A fully signed transmittal should be given to OSP with a full copy of the proposal. Multiple signatures are required when Co-PIs are involved including all PIs, Department Chairs, and Deans.

A Transmittal should be completed for all new proposals, renewals, supplements, or any expansion of cost share commitments.  Transmittals are not necessary for extensions of time, budget revisions or changes to scope of work.

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