Policy Information

Date Established: 2/19/2007
Date Last Updated: 11/01/2013
Category: Research
Responsible Office:
Sponsored Projects Services
Responsible Executive:
Vice President for Research and Economic Development

Policy Contents

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Proposal Submission Policy

Summary

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.

Policy Statement

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.

Background

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.

Applicability

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.

Definitions

Administrative Proposal

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.

Principal Investigator

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.

Sponsored Project

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.Technical Proposal

Technical Proposal

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.

Responsibility

Who should know this Policy

  • Provost
  • Vice Presidents and Vice Provosts
  • Deans and Associate Deans
  • Department Chairs
  • Chief Financial Officers
  • Principal Investigators
  • Sponsored Projects Services staff

Principal Investigator

  • Submit all administrative proposals for sponsored project funding to SPS for review and approval at least five (5) business days and all technical proposals two (2) business days in advance of sponsor’s deadline
  • Compliance with this and all other applicable UB policies
  • Contact SPS thirty (30) days prior to first electronic proposal submission
  • Refer to Appendix A - Proposal Submission Time Line

Department Chair

  • Promote faculty and staff awareness of this policy
  • Review and approve proposals

Sponsored Projects Services

  • Review all proposals submitted in a timely fashion

Contact Information

Sponsored Projects Services
The UB Commons
520 Lee Entrance, Suite 211
Amherst, NY  14228-2567
Phone:  716-645-2634
Fax:  716-645-2760
Website:  Sponsored Projects Services
Email:  awards@business.buffalo.edu

History

November 2013 Updated to allow technical proposals to be submitted to SPS two days prior to the sponsor’s deadline.

Presidential Approval

Signed by President John B. Simpson

John B. Simpson, President

2/19/2007

Date

Appendix A

Proposal Submission Time Line

Follow the recommended and required time line steps for optimal partnership between Principal Investigators (PIs) and Sponsored Projects Services (SPS).

 

PI/Department

SPS

ASAP
Required

Notify SPS of Intent to submit using either option (email or web):

Email your SPS Proposal Specialist
Online Notice of Intent

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:
Recommended
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:
Recommended
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:
Required

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:
Required
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:
Required
No action needed Submit final Proposal to sponsor
Notify PI that Proposal has been submitted to sponsor