Business Center

Grants

Grant Proposal Submission Process

Primary Contact: Erin Gill, emgill@arizona.edu

Internal Deadlines for Proposal Routing

If you are considering submitting a proposal or fellowship application, or if you need to request supplementary funding, a grant transfer, or a new subaward, you must fill out the College of Science Proposal Assistance Request Form at least 15 business days (3 calendar weeks) before the sponsor deadline. For large/complex proposals with many senior personnel (>4) and/or subrecipient partners, fill out the COS Request Form at least 20 business days (4 calendar weeks) before the sponsor deadline. 

Minimum time required to compile proposal and route for approvals and review:

• 15 business days before Sponsor deadline
• 20 business days before Sponsor deadline for Projects with Subawards

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

SPS Three-Day Deadline

The SPS Proposal Support team’s operational goal is to assist in providing the SPS Preaward Services team with a routed proposal (i.e., UAR) and a complete and compliant sponsor application by the UAZ’s Three-Day Deadline* for a given proposal due date. 

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 SPS in final form* 3 full business days prior to the funding-agency deadline.
• Requests for indirect cost waivers should be submitted to SPS 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:

*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 SPS is closed on the weekends.

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

Requirements for Proposal Routing

To request assistance, please fill out the College of Science Proposal Assistance Request form and Erin Gill will follow up.

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

• Proposal Routing Sheet (This is an internal required document for each proposal submission)
• Project summary
• Budget Template
• Budget Justification Template (This describes the budget and reflects the costs listed. Please see the Budget Justification Guide for more information.)
• Other documents that require a University of Arizona signature, such as cover letters or letters of intent.
• NSF Proposal Checklist (updated checklist coming soon)

Sponsored projects will review the documents for accuracy, completeness, and for compliance with sponsor guidelines. SPS does NOT review the technical aspects of the proposal.

Hiring/Terming

Hiring Undergraduate Students

Students must be enrolled in classes to be hired under the this classification. The rate of pay varies from $14.50 to $28.00 per hour and should correspond to the duties assigned. A student worker may work up to 25 hours per week during the Fall and Spring semesters, and up to 35 hours per week during Summer Session, Winter Session, and Spring Break. In the event a student worker holds more than one student worker position, the total hours worked per week in all jobs are subject to the maximum work hours set forth above. [Student workers who are F-1 or J-1 visa holders are limited to 20 hours per week during the Fall and Spring semesters, and up to 35 hours per week during Summer Session, Winter Session, and Spring Break.]

It is the responsibility of the Student and their Supervisor to make sure the maximum allowable work hours are not exceeded.

To initiate a student hire, please print and fill out the appropriate New Hire Request Form and submit it to the Business Center. This form is to be filled out by the student’s Supervisor and must be submitted BEFORE the student begins working.

Hiring Graduate Students

To hire a Graduate Teaching Assistant, please contact Pennie Rabago for further assistance. Graduate Research Assistants can be hired on a semester by semester basis during the academic year, or over Summer Session for supplemental compensation. Please contact the MCEEB Business Center to coordinate payment.

Hiring Staff

A staff position description must be drafted and then posted for a minimum of seven days. It is required by law that the University of Arizona provide equal employment opportunity to all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. It is further required by law that we take affirmative action in all employment matters to ensure that our policies and practices are, in fact, nondiscriminatory.

Purchasing

Reimbursements

Employees

You may be reimbursed provided your purchase falls within established University guidelines. Please check with the Business Center prior to making a purchase to prevent delays in the reimbursement process. Original, itemized receipts are required and must be submitted to the Business Center within ten days of purchase. Receipts received by Accounts Payable more than 60 days after the purchase date will be classified as taxable income.

Non-Employees

Please contact the Business Center PRIOR to issuing an invitation to a technical consultant, guest speaker, or other non-employee to whom you plan on offering expense reimbursement in order to ensure that such payment will be allowed under University policy. Per UA policy, individuals cannot pay foreign visitors (or make payments on their behalf) with personal funds. All reimbursements to foreign visitors must be paid by UA directly to the visitor or an appropriate third party vendor. Job candidates can be reimbursed for interview expenses only if there is an existing job posting to which they’ve applied.

Travel

Our Department is home to a diverse community whose members conduct research worldwide.  If you’re planning to travel internationally, please check the U.S. Department of State website to verify if there's a travel warning in your destination country.  If so, you will need to complete travel authorizations well in advance of your departure.

The Interim Policy for International Travel Safety and Compliance requires advance review and approval of University travel to areas with a travel warning in effect.  The Interim Policy also specifies that the Provost may authorize or restrict University travel to specific regions within a travel warning country.