Proposal Submission


In order to ensure that your proposal will be submitted on time to the sponsor, please follow the Proposal Submission Timeline:

No Later than 15 Business Days Prior to Sponsor Deadline

  • Notify Pre-Award office if you need assistance creating your Current and Pending Support for sponsors like NSF, NIH, DOD, DOE, NASA, etc.
  • Notify Pre-Award office if your project will include subcontracts. There are additional documents that must be gathered, including:
    • Subcontractor’s Budget and budget justification, Letter of Intent on letterhead signed by their AOR, Co-I’s CV, Co-I’s SOW, Sub’s F&A Cost Rate Agreement, Subrecipient vs. Vendor Checklist

No Later than 10 Business Days Prior to Sponsor Deadline:

  • Notify Pre-award Office of planned proposal submission.
  • Email Draft Budget/ Budget Justification to Pre-award Office for review.
  • Specify required institutional letters, cost share requests, and subcontract packages (please be mindful of subcontractor’s internal deadlines and provide sufficient lead time for staff to obtain required documentation).
  • Create PINS record, do not initiate routing of the PINS until you have all the items listed in the next step uploaded into the PINS record.

5 Business Days Prior to Sponsor Deadline:

  • Route completed PINS record for approvals. Completed PINS record includes the following final documents:
    • Budget and budget justification
    • Cost Share documentation (remember to get approval from your Dept. Head for all mandatory cost share)
    • Required Institutional Letters
    • Subcontract Packages
  • If submitting to an external electronic submission system, then allow Pre-award Staff access to the system for review. (NSF Fastlane SPO view/edit access)

3 Business Days Prior to the Sponsor Deadline:

  • PINS record is approved at all levels.
  • Final versions of all required proposal documents are ready for submission.
  • Allow AOR “submit” access in Fastlane, if applicable.

All proposals will be reviewed in the order they are received. The Pre-award office will make an effort to submit all proposals but cannot guarantee any review or submission after the submission timeline outlined above.

The College of Sciences Pre-award Office is open 8 am to 5 pm Monday through Friday. Proposals will NOT be submitted after 5 pm even if the sponsor deadline is after business hours. Please take into account the office business hours when planning your proposal submission.


Please note:

For sponsors that are members of the Federal Demonstration Partnership (FDP), the College Research Office has delegated authority to submit your proposal on behalf of the university. Proposals that do not fall within this category must be signed for and/or submitted by SPARCS.

Please note that notifying the Research Office of your proposal less than 3 days prior to the sponsor deadline will result in your proposal being considered a RUSH proposal.

Please note that if you proposal requires a signature or submission by SPARCS and is received less than 3 days prior to the sponsor deadline, there is no guarantee that your proposal will be submitted on time.



Subrecipients  are outside institutions that contribute to the intellectual programming of a project. As a result, they are subject to the same terms and conditions of the award. Subawards, or subcontracts, are issued to subrecipients who will be contributing to your project and will have costs associated with their participation. The subrecipient PI will likely be a co-PI or key personnel on your project and will likely be listed as a co-author on any resulting publications.

If you are trying to obtain specific services from an entity outside NC State, but they will not be contributing to the intellectual development of your project, they should be considered a Vendor instead of a Subrecipient. For additional information on the distinction between Subward and Vendor, please review the following Checklist. If you have additional questions about this distinction, please contact the Research Office.

If you will have a subaward to another institution as part of your proposal, please make sure that we have received the required documentation (outlined below) no later than one week prior to the submission deadline. If you would like your proposal processor to coordinate this, please provide her/him with the name and contact information for your collaborators and their research administration office.

Required documents for a subcontract package:

FDP Clearinghouse Participating Institutions Institutions Not Participating in the Clearinghouse
  • Signed Institutional Letter of Intent (signed by an Authorized Organizational Representative)
  • Signed Institutional Letter of Intent (signed by an Authorized Organizational Representative)
  • Completed Subrecipient Form
  • Copy of the institution’s F&A Rate Agreement
Documents Required by All Subrecipient Institutions
  • Statement of Work
  • Budget
  • Budget Justification
  • Any additional documents required for the proposal (e.g. biosketches, current and pending documentation, facilities statements, etc.)
  • For NIH proposals, we also require a signed Face Page 1 and the budget should be submitted in the format that is appropriate to the application (e.g. Face Page 4, 5, and checklist for modular budgets, R&R Budget form for detailed budgets). Please contact the Research Office if you have any questions about this.
Role Responsibility
  • Produce proposal documents
  • Complete, route, and approve PINS record
  • Identifies subcontracts and request documents

Department Research Administrator (if applicable)
  • Provide initial review of proposal for compliance
  • Coordinate communications with the College Research Office

Department Head
  • Approve PINS record on behalf of the department

College Research Office
  • Provide general guidance to proposal submission guidance to PI and Department Research Administrators
  • Point of contact for PI and Department Research Administrators for Proposal Submissions
  • Review non-standard Request for Proposals and provide review comments to SPARCS prior to submission
  • Review of proposal documents for submission
  • Coordinate and review all subcontract documentation
  • Submit proposal if the sponsor is a member of the FDP or the submission is through / Cayuse 424
  • Forward proposal to SPARCS for submission if the previous conditions are not met
  • Approve PINS on behalf of the College

COS Associate Dean for Research
  • Approves PINS records on behalf of departments and centers when the PI is the director/department head

SPARCS / Central Office
  • Submission of proposals to non-FDP sponsors
  • Provide signatures on subcontracts for non-FDP sponsors
  • Provide signatures on any non-standard proposals



IRB and IACUC Approval

Please note that if your proposal has been recommended for funding by a sponsor and you have proposed to use vertebrate animals and/or human subjects, the funds will not be released until the sponsor has received a copy of your IACUC Approval and/or IRB Approval.


If your proposal has been discussed by the review panel, you and the university will receive an email request to submit Just-In-Time documentation. If you choose to respond to this request (generally based on your Program Officer’s advice), please let the COS Research Office know. JIT documentation must be submitted by an Authorized Organizational Representative (AOR) through eRA Commons.

In addition to IRB and IACUC approval mentioned above, a typical NIH JIT requests include Other Support documentation for all senior personnel.

If you have any questions about the process, please contact the COS Research Office.

Role Responsibility
  • Develops requested JIT documentation and uploads into eRA Commons

Department Research Administrator (if applicable)
  • Works with PI to develop required documentation

College of Sciences Research Office
  • Reviews and submits JIT documentation to NIH
  • Uploads documentation into RADAR

  • Notifies college of pending requests for JIT