For guidance on maintaining continuity of research and sponsored program activities during the COVID-19 crisis, please see ORSP’s Keep Discovering page.

Proposal and Award Processing Path

    Proposal Development

  1. Proposal Writer ~ typically also Principal Investigator or Project Director (PI/PD)
    • develops project idea consistent with mission of department or unit
    • locates potential sponsor or responds to request for proposals or program announcement
    • obtains required proposal materials (guidelines/forms) and UM Transmittal Sheet
    • consults with ORSP on proposal and budget development, proposal forms, and other materials and requirements
    • drafts proposal narrative and budget, and sends drafts to ORSP for review
  2. Office of Research and Sponsored Programs (ORSP)
    • if requested, comments on draft narrative
    • reviews draft budget for compliance with federal, state, sponsor, and university policies, identifies any changes needed
  3. PI/PD
    • prepares final proposal narrative and budget, as well as forms and other materials
    • prepares UM Transmittal Sheet for proposal, and routes it with proposal and budget for all required signatures
    • delivers proposal package to ORSP with signed transmittal sheet at least five working days before mailing deadline or electronic submission deadline
  4. ORSP
    • notes deadline date and confirms required signatures and approvals are in place on transmittal sheet
    • reviews transmittal sheet for complete and correct information
    • notes any applicable compliance areas and confirms information with Research Integrity and Compliance office
    • reviews project budget and cost-sharing commitments for accuracy and compliance with federal, state, sponsor, and university policies; when all is correct, ORSP Accountant signs transmittal sheet
    • reviews proposal narrative for compliance with federal, state, sponsor, and university policies, as well as university mission and priorities
    • resolves any questions or issues arising during review process
    • when all is correct, obtains Vice Chancellor/ORSP approval signature on transmittal sheet and on all proposal forms and assurances
    • returns signed proposal to PI/PD (or, if requested, sends proposal to sponsor)
    • enters proposal data into ORSP database and files proposal copy
  5. PI/PD
    • submits proposal to sponsor
    • sends copy of final proposal (as transmitted to sponsor) to ORSP for official file

    When Funding is Awarded

  6. ORSP
    • sends copies of award letter and any other documents to PI/PD with instructions
  7. PI/PD
    • reviews award documents and confirms budget, as well as any terms and conditions
    • if acceptable, signs and returns award acceptance memo to ORSP
  8. ORSP
    • reviews any contract language and negotiates any necessary changes with sponsor
    • obtains Vice Chancellor/ORSP approval signature on all award documents and assurances
    • when fully-executed award document is received, transmits all award information to UM Accounting Office for grant/contract account setup
    • enters award data into ORSP database and files award documents
    • assists investigators with post-award administration
  9. UM Accounting Office
    • assigns university grant/contract account number and notifies PI/PD and ORSP
    • receives grant/contract funds and processes expenditures
    • assists investigators with fiscal post-award administration
    • prepares and submits fiscal reports and closes out accounts when project ends

Please note this is a simplified and abbreviated version of the proposal/award process. PI/PD is responsible for knowing and adhering to applicable federal, state, sponsor, and university policies and regulations. ORSP staff are available to assist PIs/PDs at any stage of project development or administration.