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Chapter 7: Proposal Submission

Timelines are essential in the federal grant proposal preparation process because they ensure all components—such as narratives, budgets, letters, and compliance documents—are developed, reviewed, and submitted on time. Effective timeline management helps coordinate team efforts, avoids last-minute issues, and increases the likelihood of submitting a complete and competitive proposal.

The Office of Research and Sponsored Programs (ORSP; “pre-award”) is responsible for submitting proposals to governmental external agencies on behalf of the University. Principal Investigators (PIs) or Project Directors (PDs) interested in submitting a proposal to an external funding agency are urged to contact ORSP as soon as the decision is made to submit a proposal to ensure that ORSP and other pertinent offices can identify all administrative and compliance requirements early in the process to avoid last-minute corrections and compliance issues that may lead to submission of an incomplete, non-compliant proposal, or a missed deadline and, potentially, proposal rejection.

Official Policy on Proposal Review and Submission Timeline

This table outlines a structured timeline for the preparation, review, and submission of grant proposals to ensure compliance and timely processing. It emphasizes early engagement with the Office of Research and Sponsored Programs (ORSP), detailing specific internal deadlines.

Deadlines
Internal DeadlineAction Required

T-45 Days

Approximately 45 days prior  to proposal submission deadline (when practicable)

  • PI/PD consults with the department chair or immediate supervisor regarding the proposal and its impact.
  • Discuss budget considerations with the department chair, dean or appropriate administrator.

T-30 Days

At least 30 days prior to proposal submission deadline, or as soon as a decision is made to pursue a grant or contract opportunity

Note: If the proposed project involves collaboration with external entities as subrecipients/subcontractors, an additional 15 days (total = 45 days prior to deadline) are needed to accommodate necessary time required for approvals by each of the subrecipients or subcontractors.

  • PI/PD contacts and provides a copy or link of the Request for Proposal (RFP), Funding Opportunity Announcement (FOA), or similar program solicitation, or an invitation to submit a proposal in anticipation of a contract.
  • Within 7 business days of notice, ORSP staff will review the relevant guidelines and inform PI of important requirements.
  • PI notifies Chair and Dean of intent to submit a proposal, cc ORSP.
  • ORSP contacts each subrecipient for all necessary documents required from them.

T-10 Days

At least 10 business days prior to submission deadline

  • ORSP and PI prepare/review initial budget and proposal narrative draft. The proposal budget should align with project tasks and activities.
  • PI completes Proposal Information Form, with assistance from ORSP.
  • ORSP collects documents from each subrecipient (if applicable).
  • If a proposal requires a letter of endorsement from the President or Provost, a draft of the endorsement should be made available for review at this time.

T-7 Days

At least 7 business days prior to submission deadline

  • PI submits to ORSP near-final project narrative and budget.
  • ORSP initiates Cayuse routing of proposal.
  • If applicable to a proposal submission: ORSP forwards to the President, Provost, or UEC Executive Director any document(s) which require their signature(s), for prior review.

T-3 Days

At least 3 business days prior to submission deadline

  • a. ORSP collects all required submission documents from PI and other appropriate units (e.g., Provost), as applicable.
  • b. ORSP uploads final documents on the submission portal.
  • c. ORSP and PI resolve any outstanding items/ issues in connection with the proposal.

T-2 Days

At least 2 business days prior to submission deadline

  • ORSP and PI conduct final review of completed packages.

T-1 Day

At least 1 business day prior to submission deadline

  • Cayuse routing and approval complete.
  • ORSP (or PI, as applicable) submits a proposal to sponsor.

 

Internal Approvals and Routing

CAYUSE

CAYUSE is a web-application used for creation, review, and electronic submission for grant proposals. A majority of funding opportunities via Grants.gov interface with Cayuse. During proposal development, this system performs error-checking based on the agency, funding opportunity guidelines and grants.gov   

Cayuse is also used to obtain internal approvals by authorized administrators within the university. ANY submission to an external funding agency (including contracts, amendments, augments, supplements, etc) cannot be made without appropriate review, as required under ICSUAM Section 11001.

Pre-submission approvals generally include approvals from:

  • Director, Office of Sponsored Programs
  • PI & Co-PI (if applicable)
  • PI/co-PI supervisor (Dept. Chair)
  • Academic Dean or Unit Head
  • Signing Official - Vice Provost for Research
  • Director of the University Enterprise Corporation
  • Director of EHS
  • Sr. Research Compliance Officer

Routing Documents

There are three documents required to begin routing for University approvals in Cayuse. This must happen at least 7 business days prior to the submission deadline.

  • Internal Routing Form. The function of this form is to present and capture pertinent data in order to create the project in Cayuse. In other words, the form does not circulate between the PI, Department Chair, or Dean; it is a means to gather information on the project, then transfer that information into Cayuse.
  • Internal Budget. This is an excel workbook for internal budgets. This budget will be filled out with the assistance of ORSP.
  • Scope of Work. This may be a draft proposal, draft summary or list of activities to be accomplished at CSUSB. The purpose for inclusion in routing and approval is for the approvers to understand what the PI will be doing for the proposed project period.

Just-In-Time Procedures

NIH’s “Just-in-Time” (JIT) procedures let applicants postpone submitting certain application components—such as other support, IRB/IACUC certifications, and compliance documents—until after peer review but before a funding award. Applicants are notified (typically via the eRA Commons Status module) when to provide this supplemental information, and must promptly report any substantive changes until the award is issued.

Private Foundation Grant Proposal Submissions

These are not handled by ORSP. They are handled by:

The Office of Corporate and Foundation Relations (OCFR)