PROPOSAL PREPARATION

1. Prepares technical proposal and scope of work.
2. Prepares proposal that meets requirements outlined in the application instructions, including applicable rules and regulations.
3. Assures that the proposed project is appropriate in nature and scope and consistent with the departmental and institutional mission.
4. Requests on-or-off-campus space needed in addition to that already assigned to the PI.
5. Requests modifications or renovations to on-campus or off-campus space if necessary.
6. Requests and documents approval through appropriate department/center/division process for cost sharing/matching funds as required.
7. Requests a Facilities & Administrative cost waiver through appropriate department/center/division process, if appropriate.
8. Obtains letters of support from collaborators.
9. Routes proposal for campus approval, allowing sufficient time for review before submission to meet the sponsor's deadline. All proposals should be sent to your Dean's Office and routed to RSP at least five (5) days before the submission due date.
10. Confirm opportunity is not limited in the number of proposals UW-Madison can submit.

COMPLIANCE/DISCLOSURES (web resources)

11. Completes all Payroll Compensation Compliance requirements.
12. Discloses outside activities in OAR system, biosketch, current & pending/other support, etc.
13. Discloses use of hazardous materials, biological toxins, recombinant DNA technology, and select agents.
14. Discloses use of human subjects or human tissue research.
15. Discloses use of vertebrate animals.
16. Discloses use of human pluripotent stem cell.
17. Discloses environmental impacts under Wisconsin Environmental Policy Act.
18. Discloses action involving space, remodel, or construction.
19. Discloses whether funding is primarily dedicated to building, renovations, or equipment.
20. Discloses export controls involvement.
21. Ensures individuals included in application have completed any applicable training requirements.
22. If academic staff, confirms ability to submit as permanent or limited PI.

PROPOSAL FINALIZATION AND SUBMISSION

23. Completes the PI Certification in applicable systems.
24. Makes revisions and corrections to administrative and non-administrative components of the proposal after institution review, but prior to submission.
25. If PI is submitting the proposal, complies with Sponsor submission method and deadline.
26. Confirms electronically submitted proposal matches what was intended for submission, e.g. legibility, receipt in sponsor system, etc.

POST-SUBMISSION, PRE-AWARD REVISIONS

27. Prepares and submits updated proposal materials, including revised budgets, scopes of work, and JIT to RSP for review and approval.
28. Submits updated proposal materials, including scopes of work, and JIT to the sponsor if institutional endorsement is not required.
29. Responds to sponsor’s questions regarding research/programmatic matters.
30. Informs your dept/center/division administration that the proposal is going to be withdrawn or not going to be funded.
31. Notifies RSP when Award Notice received by PI or department.

1. Assist PI with preparing proposal that meets requirements outlined in the application instructions, including applicable rules and regulations. Work with school/college/division office as necessary.
2. Work with Purchasing to develop Small Business/Minority Subcontracting Plans as required.
3. Support PI with request for on-or-off-campus space needed in addition to that already assigned to the PI.
4. Support PI with request for modifications or renovations to on-campus or off-campus space if necessary.
5. Create proposal record in system.
6. Monitor proposal record as it routes through the internal review process.
7. Develop an adequate and accurate budget and budget justification to accomplish the scope of work.
8. Identify the appropriate Facilities & Administrative cost rate.
9. Submit a Facilities & Administrative cost waiver request to the School, College, Division, if appropriate. Verify that budget items are in accordance with Uniform Guidance (which also includes cost accounting standards).
10. Request and obtain budget, budget justification, scope of work, institutional approval and other relevant documents from subrecipients and consultants.
11. Assist with completion of all Payroll Compensation Compliance requirements.
12. Complete any required representations and certifications documents.
13. Confirm opportunity is not limited in the number of proposals UW-Madison can submit.

PROPOSAL REVIEW

1. Conduct /school/college level administrative review of proposal relative to consistency with University unit objectives, resource utilization or other concerns.
2. Assure that the proposed project is appropriate in nature and scope and consistent with the departmental and institutional mission.
3. Ensure budget and budget justification are accurate and complete.
4. Approve and provide documentation to RSP for cost sharing/matching.
5. Identify the appropriate Facilities & Administrative cost rate.
6. Route to RSP a Facilities & Administrative cost waiver, if appropriate.
7. Assist with completion of all Payroll Compensation Compliance requirements.
8. Verify proposal record signatures/approvals present and correct.
9. Verify proposal record data is consistent with proposal.
10. Ensure that the applicant is eligible and/or approved to be a university principal investigator.
11. Confirm opportunity is not limited in the number of proposals UW-Madison can submit.
12. Approve request for additional space or alterations to existing space.
13. Approve proposal budget and justification.
14. Ensure budget items are in accordance with Uniform Guidance and the cost accounting standards.
15. Approve Dean or department funds to be used for matching/cost share funds.
16. Verify sponsor required cost sharing commitments are met, documented, and approved.
17. Review the application administrative components of the proposal for accuracy.
18. Review the application for completeness.
19. Route proposal for campus approval, allowing sufficient time for review before submission to meet the sponsor's deadline.
20. Monitor proposal record as it routes through the internal review process.
21. Finalize proposal record and submit to RSP.
22. Suggest revisions and corrections to administrative components of the proposal after review, but prior to submission.
23. Provide unit-level information needed for completion of sponsor-required certifications and assurances.
24. Work with department/center to write (1) elective letters, (2) sponsor-required letters that only make commitments on behalf of unit, (3) letters that provide supporting documentation, and (4) any other letter not requiring an authorized University signature (e.g., requests for NIH study section assignment, cost sharing commitment letters not requiring an institutional signature, letters of support or recommendation).
25. Work with department/center to write (1) modified versions of RSP template letters, and (2) sponsor-required letters that make commitments on behalf of unit (e.g., cost sharing) but require an authorized University signature.
26. If PI is submitting the proposal, comply with Sponsor submission method and deadline.
27. Log/post unit-submitted proposal into official proposal tracking database.

POST-SUBMISSION, PRE-AWARD REVISIONS

28. Review and submit updated proposal materials, including revised budgets, scopes of work, and JIT to RSP for review and approval.
29. Review and submit updated proposal materials, including scopes of work, and JIT to the sponsor if institutional endorsement is not required.

SPONSOR INTERACTIONS

30. Respond to sponsor’s questions regarding research/programmatic matters.
31. Inform RSP that proposal is going to be withdrawn or not going to be funded.
32. Notify RSP when Award Notice received by PI or department.

1. Maintain database of proposal submissions and awards.
2. Act as institutional authority as to acceptability of sponsor requirements.
3. Respond to questions from campus departments/centers/divisions related to all aspects of the proposal process.
4. Verify proposal record signatures/approvals present and correct.
5. Verify proposal record data is consistent with proposal.
6. Approve proposal budget and justification.
7. Ensure budget items are in accordance with Uniform Guidance and the cost accounting standards.
8. Verify sponsor required cost sharing commitments are met, documented, and approved.
9. Review and approve requests for F&A rate reductions or waivers.
10. Review the application administrative components of the proposal for accuracy and completeness.
11. Communicate required revisions and corrections for proposal submission, if needed.
12. Verify compliance with and provide signed certifications and assurances. Make edits or additions as needed.
13. Write sponsor-required letters that make representations on behalf of University (i.e., RSP “Happy to Participate/Pleased to Submit” template letters, letters indicating institutional agreement with or taking exception to sponsor award terms in a Request for Proposal or sponsor Program Announcement, etc.).
14. Sign as the Institutional Official on behalf of the institution assuring institutional oversight.
15. If PI is submitting the proposal, return signed documents to PI for submission to Sponsor.
16. If RSP is submitting the proposal, comply with Sponsor submission method and deadline.
17. Log/post RSP-submitted proposal into official proposal tracking database, enter note on how submission was completed (email, system-to-system, etc).

POST-SUBMISSION, PRE-AWARD REVISIONS

18. Review and approve updated proposal materials, including revised budgets, scopes of work, and JIT.
19. Submit updated proposal materials, including revised budgets, scopes of work, and JIT to the sponsor if institutional endorsement is required.

SPONSOR INTERACTIONS

20. Respond to sponsor’s questions regarding research/programmatic matters.
21. Process turndowns and withdrawals in the system.

1. Initiates relationships requiring an agreement (e.g. material transfer agreements, data use agreements, sponsored research etc).
2. Completes the PI Certification in applicable systems (FP or Agreements, depending on type of agreement).
3. Reviews and understands agreement prior to proceeding with research.

1. Initiates the record in applicable system.
2. Works with PI to develop the scope of work and budget for projects (as applicable. Example: FFS, Sponsored Research, Clinical Trials).
3. Relates the new record in the applicable system to other, related records.
4. Submits approvals to School/College Dean’s Office prior to submission to RSP.
5. Submits records to RSP for review and processing.
6. If applicable to the school/college, serves as the primary point of contact for the RSP Contract Negotiator during negotiations.

1. Approve the records prior to submission to RSP.
2. Review and approve the budget (if applicable) prior to submission of the record to RSP.
3. Review Department and PI responses for accuracy in applicable record prior to submission of record to RSP.
4. Confirm any applicable due dates indicated by the Department prior to submission of the record to RSP.

1. Respond to sponsor's questions regarding administrative/contractual matters.
2. Respond to questions from campus departments/centers/divisions related to all aspects of the negotiation process.
3. Negotiate award terms and conditions, if necessary (Includes sovereign immunity, indemnification, publication restrictions, transfer of data ownership, jurisdiction outside of Wisconsin, binding arbitration, certificate of insurance, classified research, appropriate indirect cost rates, audit requirements, payment terms and schedules, report forms, financial report schedules, and level of detail, patents and copyrights).
4. Update PI, Department Administrators, and Dean’s Office on status of negotiations, timely.
5. Obtain PI department/center/division approvals, as needed.
6. Negotiate agreements for clinical trials (CTA).
7. Negotiate sponsored research agreements (SRA).
8. Negotiate research-related fee for service agreements (FFS).
9. Negotiate Non-Funded Agreements (NDAs, MTAS, DTUAs, other Outgoing Unfunded Agreements).
10. Negotiate Master Agreements (Sponsored Research, MTA, CDA, FFS, etc.).
11. Upload fully executed Agreements to applicable systems.
12. Update terms in applicable system when uploading the agreement (as applicable).
13. Route records to the Awards Team to set up accounts, (as applicable).

1. Responds to sponsor's questions regarding research/programmatic matters.
2. Works with department administrator to request award in advance, if necessary.
3. Resolves noncompliance issues to enable award processing (e.g., IRB, IACUC, Outside Activity Reporting, required training, etc.).
4. Reviews award notice for completeness and accuracy.
5. Follows-up with sponsor when research/programmatic issues with award document arise.
6. Identifies significant changes from proposal to award.
7. Understands and agrees to all terms and conditions, with emphasis on performance clauses, including frequency of technical reports, special professional staff hourly reports, deliverables, termination conditions, etc.
8. Works with department administrator to request establishment of outgoing subaward(s).

1. Review award notice for accuracy.
2. Send award notice to RSP.
3. Review, approve and route the initial set up of awards within the system.
4. Request establishment of outgoing subaward(s).
5. Request internal sub-projects/sub-grants. Follow school/college/division guidelines for routing records prior to sending to RSP.
6. Request award in advance, if necessary.

1. Respond to sponsor's questions regarding research/programmatic matters.
2. Send award notice to RSP.
3. Request award in advance, if necessary.
4. Review and approve award in advance requests on behalf of school/college/division.
5. Work with PI and department to resolve noncompliance issues to enable award processing.
6. Follow-up with sponsor when research/programmatic issues with award document arise.
7. Review Award Document for content, requirements, terms and conditions, etc.
8. Request establishment of subawards(s).

1. Review award notice for completeness and accuracy.
2. Respond to sponsor's questions regarding research/programmatic matters.
3. Respond to questions from campus departments/centers/divisions related to all aspects of the award setup process.
4. Review and approve award in advance requests.
5. Work with PI and Dept/Dean’s Office to set up award in financial system.
6. Verify federal, state, local, sponsor and UW policy compliance.
7. Verify all compliance is in place before setting up award (OAR, IACUC, IRB, etc).
8. Work with PI and Dept/Dean’s Office to resolve noncompliant issues to enable award processing.
9. Assure compliance with federal regulations regarding financial disclosure of potential conflicts of interest by working with the COI Office. Files reports as necessary.
10. Follow-up with sponsor when research/programmatic issues with award document arise.
11. Follow-up with sponsor when administrative/minor contractual issues with award document arise.
12. Identify significant changes from proposal to award. If necessary, obtain approvals from sponsor or school/college/division.
13. Accept and sign awards on behalf of the Board of Regents.
14. Process award record in financial system.
15. Verify effort is entered into the financial system.

1. Oversees and executes project aims or the statement of work.
2. Monitors budget against expenses.
3. Works with department/center administrator to prepare and submit Sole Source documentation/justification to request waivers for external contractor bidding.
4. Works with department/center administrator to prepare documentation/justification for cost transfers (including the 120-day memo) and requests cost transfers.
5. Complies with Uniform Guidance and sponsor requirements.
6. Collaborates with the department/center administrator to initiate subawards and manages subrecipient communications.
7. Prepares and submits subaward scope of work, budget, and budget justification.
8. Monitors subaward expenses against budget to ensure scientific compliance.
9. Approves concurrence reports (subaward invoices and work performed).
10. Monitors subrecipient administrative and financial compliance.
11. Retains necessary documentation for cost-sharing and/or matching funds.
12. Monitors and ensures that required cost share is met, if applicable.
13. Reviews accounts to identify and resolve issues or errors promptly.
14. Reconciles account expenses regularly.
15. Identifies and communicates any program income to Research and Sponsored Programs (RSP).
16. Initiates carryforward requests, ensuring compliance with sponsor requirements and deadlines, if applicable.

Scientific/Program Management Responsibilities

18. If the project team is submitting the interim progress report (RPPR), ensures compliance with sponsor submission methods and deadlines.
19. Provides local oversight for implementing university, state, and federal policies and regulations.
20. Submits invention disclosures to WARF.
21. Submits interim and final invention & patent progress reports to the sponsor (pursuant to applicable funding agreements).

1. Monitor budget versus expenses and review/approve expenditures.
2. Prepare Sole Source documentation and manage the external bidding process.
3. Prepare and request documentation for cost transfers (including the 120-day memo).
4. Process and review cost transfer requests for compliance with university policies.
5. Comply with Uniform Guidance and sponsor requirements.
6. Initiate subawards and manage subrecipient communications.
7. Monitor subaward expenses against the budget.
8. Initiate the close-out of subawards.
9. Approve concurrence reports (subaward invoices and work performed).
10. Monitor subrecipient administrative and financial compliance.
11. Initiate transfers from units and other parties of promised cost share.
12. Retain documentation of cost-sharing and/or matching funds.
13. Monitor cost share requirements to ensure compliance.
14. Review accounts to identify and resolve issues or errors promptly.
15. Reconcile account expenses regularly.
16. Provide timely and accurate financial reports to the PI and unit level.
17. Review and approve financial reports before submission to the sponsor.
18. Retain and provide supporting documentation required for submission with sponsor invoices.
19. Ensure proper receipt and deposit of payments from sponsors.
20. Monitor receivables to identify issues or overdue payments.
21. Coordinate with the Revenue Management Team on late or unpaid invoices.
22. Identify, monitor, and deposit program income.

1. Review and approve expenditures for compliance.
2. Adhere to Uniform Guidance and sponsor requirements.
3. Submit carryforward requests, ensuring compliance with sponsor requirements and deadlines, if applicable.
4. Initiate programmatic changes for the project.
5. Support the submission of interim and final technical/progress reports.
6. Review and approve cost transfers in compliance with university policies.

1. Review expenditures, including cost transfers, for allowability and compliance with Uniform Guidance, sponsor terms, state policies, and university regulations.
2. Respond to questions from campus departments/centers/divisions related to all aspects of post award administration.
3. Prepare and submit interim and final financial reports (e.g., Financial Status Report [FSR], Federal Financial Report [FFR]) to sponsors.
4. Prepare and process letter of credit draws.
5. Prepare and submit sponsor invoices with supporting documentation.
6. Negotiate and execute subaward agreements.
7. Collaborate with Purchasing to develop and submit Small Business/Minority Subcontracting Plans, as required.
8. Review and monitor subaward expenditures, including subaward invoices, for compliance, and prepare/submit required financial reports.
9. Initiate the close-out process for subawards.
10. Monitor and report required cost-sharing and matching funds.
11. Pursue late or non-payment of invoices by funding agencies.
12. Identify, monitor, and report program income, preparing and submitting any required reports.
13. If submitting the interim progress report, comply with sponsor submission methods and deadlines.
14. Submit interim and final invention and patent progress reports to sponsors, pursuant to funding agreements.
15. Prepare and submit annual and final property reports to sponsors.
16. Review and approve property disposition requests based on sponsor ownership requirements.
17. Act as the primary point of contact for external and internal audits for sponsored programs, serving as the liaison between the campus and auditors to answer questions and provide documentation.