Grant Submission Timeline and Checklist
The Office of Research and Sponsored Projects (ORSP) can provide assistance with identifying funding
opportunities, understanding sponsor or grant guidelines/requirements, budget preparation, arranging
subcontracts and other collaborative agreements, and navigating UWL internal processes.
Timeline
Activity
Due Date
Initial consultation with ORSP
6 weeks before the submission deadline
Review of draft budget and budget justification with
ORSP
4 weeks before the submission deadline
Grant transmittal form, RCR student training plan (if
applicable), draft narrative, and final budget and
budget justification routed to dean/division head for
approval
(Note: Department chair/unit director must sign the
grant transmittal form before the dean/division head.
Allow adequate time for review.)
Draft narrative, final budget and budget justification,
and applicable supplementary documents to ORSP
(can be provided as electronic copies)
Due to both offices at noon, 10 business days
before the submission deadline
(Note: Adequate time for institutional review
and approval is not guaranteed for materials
received after this deadline. Contact ORSP to
determine whether an application can be
accommodated.)
Final version of grant and other compliance
requirements (e.g., significant financial interest (SFI)
disclosure) due to ORSP and college/division office
prior to submission
5 business days before grant submission
deadline
Grant submission
3 business days before the submission
deadline
Applications submitted prior to full institutional approval may be withdrawn. If funded, award
acceptance for such applications will be contingent upon institutional review and approval. If
award conditions or aspects of the proposed project do not meet institutional requirements, the
award will be declined. Individual PIs/co-PIs are not authorized to sign off on application
components on behalf of the university; applications must be reviewed by appropriate personnel
and approved by signatories designated by UWL leadership.
Checklist
The following checklist is intended to be used as a guide to assist you in the grant submission process:
1. Identify funding
a. Identify extramural funding source
b. Obtain program announcement
c. Review program guidelines
d. Note submission deadline
e. Review forms and content specifications, selection criteria, and method of submission
Last updated: October 2015
2. Investigate activities requiring approval
Mark all that may apply to your project and discuss with ORSP as necessary.
a. Registration with granting agency (e.g., obtaining user name and password for electronic
submission systems)
b. Course release or reassigned time – approval from department chair/unit director and
dean/division director
c. Cost sharing (cash or in-kind) – approval from department chair/unit director and/or dean/division
director
d. Space and facilities – approval from chair/unit director and dean/division director
e. Compliance review – approval from appropriate oversight unit
1) IRB – human subjects
2) IACUC – animal welfare
3) IBC – bio-safety
4) Chemical/physical safety
5) RCR – Research ethics training – for NSF grants only
6) FCOI – Financial Conflict of Interest – for ALL federal grants
7) International travel or partnerships
8) Nepotism
Note: While some sponsors may require IRB and other approvals prior to proposal submission, most
accept applications with approval pending. Review the guidelines/RFP (request for proposals) carefully!
3. Contact Office of Research and Sponsored Programs
a. See timeline above for submission deadlines
b. Review program guidelines
c. Discuss and develop timeline to complete application
d. Provide administrative information and budgetary requirements
4. Arrange collaboration with another institution and/or collaboration with other units at UWL
If you are collaborating, please discuss this with ORSP early in your planning process. The following
materials may be required. (Also review specific funding agency/grant program guidelines for
additionally required components.)
a. Name(s) of collaborator(s)
b. Name(s) of collaborator(s) employer(s)
c. Name and contact information of the grants officer at collaborator(s)’ institution(s)
d. Letter of commitment from each collaborator
e. Letter of support from collaborator(s)’ institution(s) (Ask ORSP for a template.)
f. Biographical sketch(es) of collaborator(s)
g. Current and pending support information for each collaborator
h. Scope of work to be performed
i. Budget agreements
j. Information needed for electronic submission (e.g., DUNS, proposal ID) (refer to program
solicitation and funding agency guidelines)
5. Develop budget (budget helper spreadsheet)
a. Make sure all costs are appropriate to the program
b. Use current indirect and fringe benefit rates
c. Forward draft budget to ORSP for review
6. Prepare external documents (application)
a. Work closely with ORSP to complete all necessary forms.
b. Restrictions on the number of pages, font size, margin size, and all of the required
formatting/forms ARE taken seriously by funding agencies. If these specifications are not adhered
to, the proposal can be returned without review.
7. Prepare internal documents (due 5 business days before the grant submission deadline)
a. All required internal documents must be prepared and submitted to ORSP before the application is
submitted.
b. The grant transmittal form must be signed by the PI, co-PIs, department chair(s)/unit director(s),
and college dean(s)/division director(s).
c. Significant financial interest (SFI) disclosure form must be completed by all investigators for
federal grants. (For PHS sponsored grants, consult ORSP regarding requirements for
collaborators at other institutions.)
Last updated: October 2015
8. Submit application
a. See deadlines at the top of the checklist for approval and submission timeline. Submit final
application materials and signed grant transmittal form to ORSP for review and final approval.
b. Provide the following to ORSP and your college/division office 5 business days before the grant
submission deadline:
1) For print submission, provide a hard copy of all documents to ORSP and college/division office.
2) For electronic submission, provide an electronic copy of the application to ORSP and
college/division office via e-mail.
Last updated: October 2015