Proposal routing and approval

All sponsored project proposals and/or applications must be reviewed and approved by Sponsored Projects prior to being submitted to the sponsor.

  • Sponsored Projects assists the principal investigator (PI) by reviewing the proposal for compliance with sponsor guidelines and University of Nevada, Reno (University) requirements.
  • Sponsored Projects has the legal and fiduciary responsibility to ensure compliance with all University, sponsor, state and federal regulations, laws, and policies.

The full proposal must arrive at Sponsored Projects a minimum of five (5) full working days prior to submission deadline. This lead time allows Sponsored Projects to fully review the sponsor’s requirements and the proposal. Further, any revisions to a previously submitted proposal must also be reviewed by Sponsored Projects prior to submission to the sponsor.

Pre-submission proposal review activities performed by the Sponsored Projects pre-award team

These activities require the full five working days to perform. If the proposal is submitted with less time, pre-award will not be able to provide the full list of review activities. Please see the next section for more information on late submissions to Sponsored Projects.

  • Review for submission issues
  • Review budget
  • Review budget justification
  • Review cost share calculations
  • Review cost share forms and letters
  • Review for UNR/NSHE policy compliance
  • Assist with submission portal
  • Review for RFP compliance
  • Assist with InfoEd
  • Review all required forms
  • Review for regulatory compliance
  • Subaward – check for forms

All reviews are based upon a proposal that is complete and ready to submit to the sponsor.

Proposals arriving late to Sponsored Projects

In the event that a proposal arrives to Sponsored Projects on the deadline day, pre-award will not perform the typical proposal review. Rather, the focus will solely be on submitting the proposal in time to meet the sponsor deadline. It should be noted that submission of a proposal often implies agreement to the sponsor's award terms and conditions. During the pre-award review, unfavorable award terms and conditions are proactively addressed. However, when a proposal is submitted without ample time for pre-award review, there is not only the potential for an incomplete or inaccurate submission but also the risk of unfavorable award terms and conditions. If Sponsored Projects is unable to negotiate the unfavorable award terms and conditions, the University reserves the right to decline the award.

Table legend

X = Will be completed
◊ = Will be completed as time and other deadlines allow
- = Will not be completed

Pre-award proposal review activity prior to deadline – see legend above table
Pre-award proposal review activity Proposals submitted to SP 5 days before deadline Proposals submitted to SP 4 days before deadline Proposals submitted to SP 3 days before deadline Proposals submitted to SP 2 days before deadline Proposals submitted to SP 1 day before deadline Proposals submitted to SP on the due date
Review for submission issues X X X X X X
Review budget X X X X X -
Review budget justification X X X X X -
Review cost share calculations X X X X X -
Review cost share forms and letters X X X X - -
Review for UNR/NSHE policy compliance   X X X X - -
Assist with submission portal X - -
Review for RFP compliance X - - -
Assist with InfoEd X - - -
Review all required forms X - - -
Review for regulatory compliance X - - -
Subaward - check for forms X - - -

Proposal entry and routing process

The University utilizes electronic software system, InfoEd, as a repository for sponsored projects proposals. Further, the internal approval routing process occurs within InfoEd. Please let your assigned Sponsored Projects pre-award research administrator know about your intention to submit a proposal to an external sponsor as soon as possible. Pre-Award research administrators are available to answer your questions regarding proposal requirements, budget preparation, University forms and InfoEd. Sponsored Projects will officially approve proposals only after the internal routing process is completed in InfoEd. Proposals can be submitted to the sponsor only after Sponsored Projects has received the proposal.

All proposals must be entered into InfoEd and routed for internal approvals through InfoEd. One must first attend InfoEd training in order to become an InfoEd user.