USU’s Internal Deadline for Kuali Proposal Submission

Late Submission

Limited Review: Proposal Received by SPO Less than Four Full Business Days Prior to Sponsor Deadline, but more than 1.5 Business Days Prior to Sponsor Deadline

A proposal will be considered a late proposal if it is received by SPO less than four business days, but more than 1.5 business days prior to the sponsor deadline. For late proposals, SPO will complete a limited review only to the extent time allows, and with priority given to ensure compliance with USU requirements. This review will include the following steps:

• Review budget for internal requirements. These requirements include, but are not limited to:
  
  • F&A rate type
  • On/Off campus rates
  • Graduate student health insurance/tuition
• Review internally required attachments for institutional compliance. These include, but are not limited to:
  
  • F&A Allocation Form
  • Cost Share Commitment Form
  • Dean’s Waiver of F&A (if applicable)
  • Subrecipient Compliance Form (if applicable)

Late proposals do not allow sufficient time for a thorough review of the specific RFP requirements. The proposal may not meet the requirements of the specific opportunity. USU reserves the right to withdraw the application or refuse any resulting award should something be found during a more thorough review that would put the university at risk. A new Kuali proposal may also be required later if a more thorough review identifies errors in the internal components of the proposal. SPO will email the PI, Department Head/Director, and Associate Dean for Research or Dean/VP for all late proposals received.

An example of a late submission timeline is shown below:

Day 1: Monday	Day 2: Tuesday	Day 3: Wednesday
Proposal in OSP Admin Approval queue by 8:00 AM with department and college approvals completed	Submission to Sponsor	Sponsor Deadline 5:00 PM

Frequently Asked Questions

What should I do if the sponsor deadline falls on a non-business day (weekend or university holiday)?

SPO is only open on business days, (Monday – Friday 8:00AM to 5:00 PM). University holidays and weekends are not considered business days. If the sponsor deadline falls on a weekend or university holiday, the proposal should be submitted early enough to meet the four full business day requirement. The university holiday calendar can be found online.

My proposal has multiple subawards included in the budget, does this impact the review time required?

Subawards add complexity to the development and review of proposals. Collecting all of the necessary information and documents from third parties in the correct format requires upfront planning. Reviewing the materials to ensure compliance with federal regulations, university policies, and the specific requirements of the RFP adds multiple steps to the proposal review process. It is recommended that proposals including subawards be submitted earlier in Kuali so that all internal approvers and SPO have time to provide a thorough review.

My proposal is for a large dollar amount, does this impact the review time required?

Larger dollar proposals tend to have more sponsor specific requirements that add the time it takes to review to ensure compliance with federal regulations, university policies, and the specific requirements of the RFP. It is recommended that proposals for larger dollar amounts be submitted earlier in Kuali so that all internal approvers and SPO have time to provide a thorough review.

Who is in the approval queues for Kuali Proposals?

Most Kuali proposals have multiple levels of approval that include:

• Principle Investigator and any Co-Investigators (if applicable)
• Business Services
• Department Head or Director
• Dean, Vice President, or delegated approver such as an Associate Dean for Research

If the PI and Co-Is are from different departments and/or colleges additional approvals are required so that each department and college can review the proposal for submission. It is recommended that proposals including key personnel from multiple departments and/or colleges be submitted earlier in Kuali so that all internal approvals can be completed to ensure and on-time submission to SPO.

If I click Submit for Review on my proposal in Kuali four business days prior to the submission deadline, does that mean my proposal is considered on-time?

No, submitting into routing is just the beginning of the approval process. To be considered on-time, all internal departmental/college approvals must be completed at least four full business days prior to the sponsor deadline.

Who is responsible to ensure that the proposal is moving through the approval queue.

It is the PI’s responsibility to monitor the progress of their proposal to ensure that it is moving through the approval queues and will reach SPO with at least four full business days prior to the sponsor deadline. If a necessary approver is out of the office, reach out to your designated SPO pre-award contact so that a delegate can be added.

What are the minimum document requirements for Kuali Proposal Submission?

All proposals must include the following documents:

• Scope of Work/Narrative
• Budget Justification
• F&A Allocation Agreement Template and/or Internal Dean’s Waiver of F&A Form (Unless the RFP states that F&A is limited or unallowable)
• Sponsor instructions if available

Additional documents may be required by the sponsor based on the Request for Proposals.

When is the Internal Dean’s Waiver of F&A Form Needed?

If USU’s full federally negotiated F&A rate is not being applied to the budget, an Internal Dean’s Waiver of F&A Form is required when the following conditions are not met:

• The Request for Proposals specifically indicates that F&A is not allowed, or a reduced F&A rate is required.
• The sponsor has a publicly published limit or restriction for F&A.
• The sponsor has a statute that limits or restricts F&A.

Can I submit my proposal into routing if I am still working on the Scope of Work/Narrative?

Yes, a proposal in Kuali can route with a draft version of the Scope of Work/Narrative. A draft does need to be included in the Kuali proposal so that it can be utilized as a part of the review of the proposal as a whole, but the final version is not required when initially submitted for approval. This will allow the PI to continue fine-tuning the document while other approvals take place leading to an on-time submission to SPO. The final draft of the narrative should be provided to SPO at least 24 hours prior to the sponsor deadline.

Is a Kuali Proposal required for pre-proposals or white papers?

If the pre-proposal or white paper requires a detailed budget, then a Kuali Proposal will be required. If a detailed budget is not required, then no Kuali Proposal is required at this stage.

Who should upload documents into a submission portal?

As a general rule, the PI should upload documents into a proposal submission portal. This allows SPO to be able to review the uploaded documents with a fresh perspective to ensure that files are in the right format and that no required documents are mission. Proposal Development Specialists may also assist faculty with this when they are able.

Are Kuali Proposals only needed if there is a formal request for proposals?

No. If you are working with a potential sponsor and are ready to indicate a scope of work for a specific cost, a Kuali proposal must be submitted and approved prior to the submission of a scope of work or budget to the external sponsor