Date Established: 2/19/2007
Date Last Updated: 11/01/2013
Sponsored Projects Services
Vice President for Research and Economic Development
Sponsored Projects Services (SPS) must review and approve all proposals prior to submission to an outside funding agency. Final administrative proposals are due to SPS five (5) full business days in advance of the sponsor’s deadline. Final technical proposals are due to SPS two (2) business days in advance of the sponsor’s deadline.
Sponsored Programs Services (SPS) must review and approve all proposals prior to submission to an outside funding agency. Proposals may not be submitted directly to the funding source without the prior approval of SPS. The University at Buffalo (UB, university) reserves the right to decline awards resulting from unapproved proposals.
Final administrative proposals must be submitted to SPS by 9:00 a.m. five (5) business days in advance of the sponsor’s deadline. Final technical proposals must be submitted to SPS by 9:00 a.m. two (2) business days in advance of the sponsor’s deadline. It is strongly encouraged that proposals be submitted to SPS for review and approval at least two weeks before the sponsoring agency’s deadline. This applies to paper and electronic proposal submissions.
Proposals submitted to SPS on time will be reviewed in the order they are received and will receive priority over those submitted late. SPS will make a good faith effort to review proposals received late (administrative proposals less than five days prior or technical proposals less than two days prior to the sponsor’s deadline).
If a sponsor’s deadline occurs during a change in the university’s scheduled operations (i.e., inclement weather or other emergency) the Principal Investigator (PI) should contact the funding agency for an extension to the deadline date. When a sponsor’s deadline falls on scheduled UB holidays or closings, the last day before the closing or holiday will become the submission deadline. Therefore, administrative proposals must be submitted to SPS five (5) business days prior, and technical proposals two (2) business days prior, to the submission deadline.
As a result of the high volume of last minute proposal submissions to SPS, it is necessary to adopt a proposal submission deadline policy. This provides SPS staff with adequate time to review, approve, revise, and process grant proposals. SPS staff will review for conformity to sponsor guidelines, budget accuracy, acceptable contractual language, appropriate approvals, etc.
Some agencies’ electronic submission systems are unstable and become overloaded because of heavy access as the deadline approaches. It is strongly recommended to allow an additional working day to process electronic proposals so that there is sufficient time to resolve technical issues. First time users of the electronic submission process should contact SPS thirty (30) days prior to the deadline for training.
It is recommended that complex proposals (i.e., those with contract documents incorporated, multiple consortium or subcontract arrangements, cost sharing from third parties, and/ or complicated budgets) be submitted a day or two before the five (5) business day deadline to offset the extra time needed for approvals and review.
This policy applies to all proposals (paper or electronic) submitted to an organization external to the university in support of any research, training, or other sponsored project.
The Administrative Proposal is one portion of the overall proposal that generally includes the application cover page, budget, budget justification, institutional resources section, curriculum vitae or bio-sketches of all key personnel, current and pending support, and any other business or administrative materials required by the sponsor. The administrative portion of the proposal encompasses all content excluding the technical portion. Specific requirements may vary with each sponsor.
A Principal Investigator (PI) is a UB faculty or staff member who bears responsibility for the intellectual leadership of a project. The PI accepts overall responsibility for directing the research, financial oversight, and compliance with relevant university policies and sponsor terms and conditions of award.
Any externally funded research, training, evaluative testing, or public service project directed by UB faculty or staff as part of their university work that requires the university to perform a specified program or deliver a specified product.
The Technical Proposal is one portion of the overall proposal that generally includes the goals and aims of the research and other technical information in narrative form. Specific requirements may vary with each sponsor. Also referred to as a Scientific Proposal.
|Sponsored Projects Services ||firstname.lastname@example.org|
|November 2013||Updated to allow technical proposals to be submitted to SPS two days prior to the sponsor’s deadline.|
Follow the recommended and required time line steps for optimal partnership between Principal Investigators (PIs) and Sponsored Projects Services (SPS).
Notify SPS of Intent to submit using either option (email or web):
Review terms and conditions of the funding opportunity
Identify any special terms or requirements and summarize for PI
Log Proposal on UB Research Proposal Whiteboard
|> 14 Business Days prior to sponsor deadline: |
|Initiate Budget |
Work with your SPS Proposal Specialist to develop the Budget
Initiate Budget review within 48 business hours
Contact subaward institutions, if any
|> 10 Business Days prior: |
|Provide first complete Budget draft and Budget Justification to SPS || |
Start initial review of first Budget draft
Begin review of Budget Justification
|No Later Than Five (5) Business Days prior: |
Submit final Administrative Portions of your Proposal to SPS
Initiated your Approval Form
|Complete the final review of the final Administrative Portions of the Proposal|
|No Later Than Two (2) Business Days prior: |
|Submit your final Technical/Scientific Portion of your Proposal to SPS || |
Review entire proposal
Any changes made by the PI after this point may not be subject to review by SPS prior to Proposal submission
|Sponsor Deadline: |
|No action needed||Submit final Proposal to sponsor |
Notify PI that Proposal has been submitted to sponsor