PSOM Guide for Proposal Submissions

Understand PSOM and University Policies & Procedures for proposal submission. 

Read and understand Sponsor funding announcement / guidelines for proposal submissions.

Compliance with business rule.  ORS requests proposals, especially System-to-System submissions, at least three business days prior to deadline.  ORSS requests at least five business days prior to deadline.

Whether Generic Sponsor Template or a System-to-System submission, PD records need to contain certain Administrative components.  These components must be in FINAL form prior to any final Institutional approvals.  Items include but are not limited to:

  • Abstract
  • PD Budget - All key personnel have effort and salary; correct salaries and EB’s; health insurance for postdoc researchers; tuition for graduate students; justification concurs with budget.  Indicate Cost Sharing dollars if applicable.
  • Supporting Documents Tab -Best Practices of what to include when using Generic Sponsor Template:
    • A copy of the proposal that is being submitted to sponsor.  This can be screen-shots or a final output document.
    • A Copy of the sponsor guidelines / instructions.
    • Face Page / Cover Sheet, etc. uploaded if institutional signature is required for submission.
    • Sub-recipient forms when Subcontracts are involved on project.
  • Research Plan must be marked FINAL prior to having any SO (Signing Official) signature.
  • Regulatory Approvals -  if Human Subjects or Lab Animals are involved on project, indicate as such and mark as “Pending”.  This information must agree with responses in the Set-up questions.   
  • Internal Documents
    • Transmittal Form:
      • Project Title
      • If Applicable, Previous Institution #, Five fund #; Sponsor Grant #
      • Proposal type- New, Revision, Competing Renewal
      • Org / Program / CREF
      • F&A Rate Section - Answer questions.  Select F&A rate or upload Sponsor F&A policy.
      • Facilities Section - Identify existing space with Room number and Building.
      • BA Certification- Respond to statement on proposal preparation
    • SOM PI Research Categorization Table
      • Only PI can complete and certify. Percentages must add up to 100% among the 5 categories.
    • PI Certification
      • Only PI can complete and certify-Must respond to questions regarding International Component and /or Export Control; Regulatory and Other Approvals; Certification questions.
  • Finalize Tab
    • Only PI can complete and certify-Must respond to questions regarding International Component and /or Export Control; Regulatory and Other Approvals; Certification questions.
    • If a System-to-System submission- Build and Assemble PD record; check XML Validation; Review Final Output Document.

PD Review Requirements

Review Requirements Additional Information
Is PI eligible to submit? Review Sponsored ProjectsPolicy #2136
Have salary $ been requested commensurate with effort? Announcement requirements met?
VA appointments salary based on Penn $ only? Justification must include dual appointment language
Has F&A been calculated correctly? Exclusions for subcontractors, etc per DHHS agreement
Is appropriate F&A used in calculations? Review F&A policy #2116
Was voluntary cost-sharing proposed? If yes, complete information on transmittal form
Were funding announcement requirements met? PI Eligibility, budget $, funding dates, etc
Is program type correct? Research vs training vs conference vs equipment
Is current space used or new space required? Additional approvals if new space required

Validation errors that will cause a proposal to fail

  • Missing DUNS # and congressional district on subcontracts
  • ORS contact info missing
  • Key personnel roles (PD/PI used correctly)
  • Commons ID missing for PD/PI
  • Submission type correct
  • Grants.gov file name compliance

Resource: Penn’s Electronic Research Administration system (PennERA)