Proposal Submission Checklist for Sponsored Programs
Most missed submissions come from routing delays and system errors, not the science. This checklist covers the administrative path from solicitation to a clean, on-time submission.
Start it as early as possible: the sponsor system is slowest right at the deadline.
Read the solicitation first
- Confirm eligibility and the exact deadline: including time zone and whether it's a receipt or AOR-submission deadline.
- Note page limits, required format, and font/margin rules.
- Check for cost-sharing requirements and any disallowed costs.
Start internal routing early
- Enter the proposal in your routing system with enough lead time for review.
- Secure PI, department, and dean/center approvals.
- Confirm the Authorized Organizational Representative (AOR) who will submit.
Build the budget
- Use the right format, modular vs. detailed: for the sponsor and amount.
- Apply the correct F&A rate and base (usually MTDC), and respect the salary cap where it applies.
- Budget and document any required cost sharing.
Clear compliance
- Confirm conflict-of-interest disclosures are current.
- Have human- or animal-subjects protocols in place or pending (IRB / IACUC).
- Check export-control and foreign-component questions.
- Update biosketches and Other Support for all senior/key personnel.
Prep the sponsor system & submit
- Confirm registrations are active: eRA Commons, Research.gov, SAM.gov, Login.gov as applicable.
- Upload documents early and run the sponsor's validations; fix every error and warning.
- Do a final pre-flight, then submit (or hand off to your AOR) well before the deadline.
Common pitfalls
- Starting institutional routing too late. The sponsor deadline is the submission deadline, and your office needs lead time to review and submit.
- Ignoring formatting rules. Page limits, margins, and font requirements can make an application non-compliant before review.
- Letting SAM.gov or the UEI lapse, which blocks submission entirely.
Most missed submissions come from routing delays and system errors, not the science: give both buffer.
Frequently asked questions
How early should I start a proposal?
Work back from the sponsor deadline and add your institution's internal routing deadline, often several business days ahead, so there is time for review and sign-off.
Who actually submits the proposal?
The Authorized Organization Representative in your sponsored programs office submits and legally commits the institution. The PI prepares the application.
What makes an application non-compliant?
Missing required forms, exceeding page limits, ignoring formatting rules, or an expired SAM.gov registration can all cause rejection without review.
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