Sponsored Programs Proposal Submission Timeline Requirements


Effective for proposals due to the sponsor after September 15, 2025, the Enterprise for Research, Innovation and Knowledge is implementing a formal Sponsored Programs proposal submission timeline requirement. Following this standard timeline will allow for:

The required proposal components and the deadlines by which they must be provided to Sponsored Programs allows staff to complete their review prior to submission to the sponsor. The deadlines vary depending on whether a proposal is classified as complex or standard.

General requirements

Standard proposals

Proposals not meeting the complex criteria are considered standard proposals, including proposals where Ohio State is not the lead applicant but is a subawardee in another applicant's proposal. Lead applicants may require subawardee proposal documents before their sponsor deadline. In such cases ERIK's timeline will be triggered by the date the lead applicant requires the proposal documents from Ohio State. So, for standard proposals due September 15, an intake form must be completed by September 1.

Complex proposals

Complex proposals require significant time and resources to draft and assemble the administrative, business and technical components of the proposal. Complex proposals:

Internal Deadlines for Proposal Review and Submission

The following items are required by Sponsored Programs before proposals may be submitted to sponsors. Deadlines listed are lead times prior to the day the proposal is due to the sponsor, and items will be due by noon on those days. For example, if a proposal is due to the sponsor by 5 p.m. Friday the entire standard proposal would be due to Sponsored Programs by noon on Wednesday. Timelines noted are the minimum to meet the requirement. Every effort should be made to notify Sponsored Programs of an intent to submit and provide documents as far in advance as possible.

Proposal Items Standard Proposals Complex Proposals
PI notification in proposal intake system 2 weeks 3 months
Subaward documents 7 business days 4 weeks
Budget documents when cost share or voluntary reduction of indirects proposed* 6 business days 3 weeks
Final budget and administrative documents 4 business days 2 weeks
Research documents 2 business days 7 business days
ePA-005 routed for approvals* 3 business days 5 business days
Proposal complete/ready for SPO review 2 business days 3 business days

*If budget includes cost share or a voluntary reduction in indirect costs, budget documents and PA-005 must be submitted at least 6 business days in advance of proposal deadline to allow time for review.

Proposal item definitions

Common Questions

Form Requirements and Process

Who should submit the Sponsored Programs intake form?

Principal Investigators or their designees should provide the proposal information. Sponsored Programs will not complete the form.

Can I just email my SPO the information about my proposal instead of completing the form?

No. The intake form allows Sponsored Programs to more effectively track proposal submissions. Use of the Sponsored Program or unit intake forms is required in order for proposals to be considered for submission and to meet the proposal notification requirements.

Does the intake form replace the ePA-005?

No. The ePA-005 will be required when the full details of the proposal, including the final budget and all compliance information, are available, and no later than three business days prior to the proposal due date.

I received a funding agreement but did not submit an intake form or PA-005, what should I do?

Sponsored Programs will review to determine whether the agreement can be accepted when the proposal timeline requirements have not been followed. If an exception is made, both a proposal intake form and a PA-005 must be completed.

Timeline and Deadlines

When should the proposal be ready for SPO review if the due date falls on a Monday?

All timelines are based on business days. Proposals due on Monday should be ready for SPO review by 12 p.m. noon on Thursday.

Can I ask my SPO to submit a proposal after 5PM if the sponsor deadline falls after that time?

No. Sponsored Programs staff are available during normal business hours of 8 a.m. - 5 p.m.. Proposals will not be submitted by OSP after 5 p.m. or on weekends.

Scope and Applicability

Do the timeline requirements apply to proposals that do not need a signature from OSP or submission from an authorized organizational representative?

Yes. These requirements apply to all formal or informal submissions to external sponsors, regardless of whether an authorized organizational representative is required to sign or submit the proposal.

Do the timeline requirements apply to letters of intent that require OSP signature (e.g. NSF, AHA, PCORI)?

Letters of intent are not required to follow the full proposal timeline requirements. However, it is recommended that they be ready for SPO review and submission at least one business day prior to the due date, and SPOs will not be available to submit after 5:00 p.m. or on weekends.



Article ID: 102
Created: July 17, 2025
Last Updated: August 20, 2025

Online URL: https://ohiostateresearch.knowledgebase.co/article/sponsored-programs-proposal-submission-timeline-requirements-102.html