1. PI alerts the accounting techs of intent to submit a
proposal. (the earlier the better)
2. PI fills out the Clinical Sciences Proposal Checklist and submits
it to the accounting techs. http://www.cvmbs.colostate.edu/clinsci/CLINSCI
3. The accounting techs will enter the proposal into the CSU PASS*
4. PI prepares the proposal
• The PI has the choice of either downloading the Proposal
Budget Spreadsheet (PBS) including the Proposal/Project Approval
(SP-1)** from PASS to assist with the budget preparation or your
accounting tech can prepare this for you.
• If applicable, complete any additional Sponsored Programs
(SP-12 Request For Split of Indirect Costs, SP1-B Proposal Budget
for Non-Federal Sponsors,)
• If applicable, submit forms to the Regulatory Compliance
(i.e. ACUC Form A-100)
• If applicable, complete any required Sponsor forms, (i.e.
grants.gov application, NIH, USDA forms)
5. PI submits the electronic file(s) via email of the proposal budget
and budget justification using the sponsor forms provided to the
accounting techs. (At least 14 days prior to submission date per
6. The accounting techs will review the proposal budget to ensure
that the budget meets the sponsor’s requirements and fits
within University guidelines. They will then route the proposal
budget through the CVMBS Research Administrator and Sponsored Programs
for their review.
7. Sponsored Programs will review the budget and notify the accounting
tech of any questions or corrections.
8. If there are no corrections that need to be made, the accounting
tech will send an email or voicemail to the PI(s) with instructions
to sign the SP-1 in PASS. The lead PI must sign the SP-1 first in
order to open the signature process up to all others. Once the PI
signs the electronic SP-1 it will automatically be routed through
the department, college and OSP for electronic signatures.
9. Once Sponsored Programs has reviewed and signed the original
business section of the proposal, they will complete and provide
the following to the PI;
• applicable assurances, representatives and certifications
• Sponsored Programs cover letter
• packaging and mailing instructions
If the submission is a paper copy:
10. PI picks up the signed face page & transmittal letter from
Sponsored Programs and prepares the proposal for mailing.
If the proposal is to be submitted electronically through
11. The entire proposal package is transmitted to the accounting
techs who will forward it to Sponsored Programs for uploading. (*Sponsored
Programs requires at least 10 days prior to submission date.)
12. The proposal then moves through the system to be reviewed and
hopefully awarded by the granting agency. Sponsored Programs will
work directly with the PI with any additional questions or issues
at this point.
*PASS - The Proposal Approval and Support System
(PASS) is the location to enter general information regarding planned
proposals. PASS provides proposal notification to Sponsored Programs
and serves as the mechanism to obtain approval to submit to a Sponsor.
**SP-1 Sponsored Project Approval Form –
The SP-1 is the internal document that the Office of Sponsored Programs
requires be completed before your proposal can be submitted.