Grant Proposals Submission Process

Primary Contact: Denise Carrillo, dyg@arizona.edu

Backup Contact: Christine Duddleston, cmeranza@arizona.edu


Internal Deadlines for Proposal Routing

In order to facilitate grant proposals, you must reach out to Denise Carrillo at dyg@email.arizona.edu at least three business weeks prior to the sponsor’s application due date. This will assist in a timely submission for sponsored projects to review the proposal materials and comply with sponsored projects’ three-day deadline.  This means that sponsored projects must receive the proposal’s final form (completely routed and approved in UAccess Research (UAR) and ready for submission to the sponsoring agency) three full business days prior to your sponsor's due date. Sponsored projects cannot guarantee timely submissions for late proposals. 

For detailed information relating to proposal development and requirements from the Sponsored Projects and Contracting Services office, please visit: https://rgw.arizona.edu


Minimum Effort

The University of Arizona Sponsored Projects and Contracting Services (SPCS) office requires a minimum effort commitment of 1% of PI effort to be budgeted in all grant proposals unless stipulated in the funding opportunity that PI salary is not allowed (referred to as Mandatory Cost Share).  Any quantitatively identified effort contributed to a project requires a corresponding budgeted salary otherwise we are voluntarily committing cost-share equal to PI effort.  Voluntary Committed cost share is not required by the sponsor but is included by the University of Arizona as part of the proposal. If the proposal is awarded, it becomes part of the award and is therefore committed by the University.

The SPCS policy on cost-sharing is as follows:

Cost Sharing

  • Should be included in proposal submissions only when it is mandatory based on the sponsoring agency's policy or guidelines
  • Should be used only to the extent required by the program
  • May include associated Facilities & Administrative costs if allowed by the sponsor
  • Becomes a legal obligation to the University
  • Must be approved and the source of funding identified prior to the proposal being routed for signature
  • Cost-sharing from a University of Arizona source is inappropriate if intellectual property developed by University employees will be assigned to a sponsor.
  • Proposal submissions are discouraged from including letters or other references to specific dollar amounts contributed as “institutional support” or similar when such amounts are not intended as cost-sharing. If included, the sponsor or University may consider this support cost-sharing that needs to be tracked. It is recommended that proposers describe any such support in non-monetary terms.

Requirements for Proposal Routing

Below is a list of items needed to initiate the routing process to SPS for review, approval, and submission.

Sponsored projects will review the documents for accuracy, completeness, and for compliance with sponsor submission procedures. SPS does NOT review the technical aspects of the proposal, including page limits and margins.


NSF Proposals

For NSF Proposals, NSF requires specific formats for Biosketches and Current and Pending Support. Below are blank templates for your use.


SPCS:  Three-Day Deadline

The Three-Day Deadline applies to routing proposals in their final form, documents that require an Authorized Organizational Representative (AOR) signature, post-submission materials, budget revisions, RPPRs, and anything else that requires certified correspondence with the sponsor in an AOR capacity.

The Three-Day Deadline policy states the following:

  • All proposals routed through UAR proposals and electronic submission should be submitted to SPCS in final form* 3 full business days prior to the funding-agency deadline.
  • Requests for indirect cost waivers should be submitted to SPCS with the attached signed form 5 business days prior to the proposal agency deadline for paper proposals, 8 business days for electronic submissions.

*Final form for electronic proposals means that the proposal is completely finished, including the proposal routing, and ready for submission to the sponsoring agency.

The following table will give an idea as to when a proposal should reach the SPS route stop in UAR:

Due date (day of the week) Submitted to SPCS for review and submission (day of the week)
Monday COB Tuesday before
Tuesday COB Wednesday before
Wednesday COB Thursday before
Thursday COB Friday before
Friday COB Monday before

*If the due date for a sponsor is on a weekend day, I would recommend utilizing the Friday due date to ensure plenty of time for review and submission since SPCS is closed on the weekends.

Example: Tuesday, March 16th NIH submissions would need to be in the SPS route stop in UAR by the close of business Wednesday, March 10th to ensure the guarantee of a full review and submission.


Approving a Proposal in UAccess Research

Once the proposal is submitted in UAccess Research for routing the Principal Investigator and Co-Principal Investigator(s) must all approve. Then a department administrator for each department for a single college must approve before that college may approve. Once the college approves the proposal it can move forward for sponsored projects review and approval. VPN is required when approving off-campus. 

Link to obtain UA VPN: https://it.arizona.edu/service/ua-virtual-private-network-vpn


Award Credit/F&A Split

The definition of award credit is an allocated percentage of academic or intellectual credit to investigators and their respective department/college. These amounts are used in University publications on externally funded activity.  Award Credit may be influenced by factors like intellectual ideas and merit and/or pre-proposal work or anticipated post-award activity. 

F&A Revenue refers to Facilities and Administrative Revenue (otherwise known as Indirect Costs).  The University charges an F&A rate of 53.50% on all externally funded grants.  Once those grants are awarded and spending occurs, the associated F&A for those expenses is collected by the University and distributed quarterly to Colleges and then to departments. The F&A splits we enter in the UAccess Research Proposal Document (or UAR) will dictate how F&A revenue for a grant will be disbursed. F&A Revenue distribution may be influenced by factors like: Proposed budget authority for each investigator; Institutional space to complete the award; Units that will provide post-award administrative support.

Both of these splits should not be confused with an investigator’s level of effort on the grant. That is separate. 

The best tool to determine the appropriate splits is based on the level of contribution to the project. Consider:  Who is primarily responsible for the execution of the specific aims? Which faculty member/department will use the most resources once the grant is funded?  


Postdoctoral Trainees and Fellow Support

The University of Arizona is committed to providing our Postdoctoral Research Associates and fellows an outstanding mentored training experience that is compensated equitably. Postdoctoral Research Associates provide significant contributions in our research programs and are invaluable to our scholarly mission. By offering competitive compensation to postdocs, the University can advance success in the recruitment of high-quality postdocs, while ensuring greater fund acquisition in the process.

To continue this commitment, we ask all Investigators to please follow, at a minimum, current NIH Ruth L. Kirschstein National Research Service Award Stipends guidelines for that particular year. In addition, please budget postdoc salaries accordingly in grant proposals.

For institutional training grants, (T32, T90, TL1) and individual fellowships (F32), the stipend level for the entire first year of support is determined by the number of full years of relevant postdoctoral experience when the award is issued. Relevant experience may include research experience (including industrial), teaching assistantship, internship, residency, clinical duties, or other time spent in a health-related field beyond that of the qualifying doctoral degree. Once the appropriate stipend level has been determined, the trainee or fellow must be paid at that level for the entire grant year. The stipend for each additional year of Kirschstein-NRSA support is the next level in the stipend structure and does not change mid-year.

Career Level Years of Experience Stipend for FY 2021 Monthly Stipend
Postdoctoral 0 $53,760 $4,480
  1 $54,144 $4,512
  2 $54,540 $4,545
  3 $56,712 $4,726
  4 $58,608 $4,884
  5 $60,780 $5,065
  6 $63,036 $5,253
  7 or More $65,292 $5,441