Picture of two people signing a contract

If you are a UTIA faculty or staff member planning to submit a proposal or talk with a company about funding for a project, as soon as you start planning, send an e-mail to (see guideline for minimum lead times). To expedite our process, please include in the subject line “Upcoming Proposal” and include the following in the text of the e-mail:

  • PI/Co-PI
  • Agency submitting to
  • Program and/or link to RFA
  • Deadline or due date
  • Other collaborators (including organizations/universities and other UT campuses) that may be involved

If available, please also forward any e-mail with instructions.

A grant coordinator will be assigned to work with you, help develop your budget, and shepherd the proposal through to submittal in Evisions Cayuse SP and to the agency. If you are not contacted by a coordinator within two days of sending an e-mail, please follow-up to ensure a coordinator has been assigned. The coordinator will review the RFA in detail and help establish a timeline so the proposal package is fully complete and ready for submission. This will allow ample time for review and dealing with any problems.

Even if a proposal or contract is submitted by a faculty or staff member, prior approval of the UTIA Sponsored Programs office is required. This is to protect you as an employee and the institution.

Preliminary proposals or pre-applications must be submitted via and routed through Evisions Cayuse SP if it:

  • Must be submitted by the Office of Sponsored Programs,
  • Requires an Authorized Official institutional signature,
  • Has a line item budget, or
  • Includes matching.

Your OSP Coordinator will help prepare your proposal budget, and your departmental business manager can answer questions related to budget items (estimated cost, GL codes in IRIS, etc.) See UTIA Indirect Cost Guide for help determining activity classification and indirect cost rates.

UTIA Office of Sponsored Programs (OSP)
minimum lead times for proposal notification to OSP

OSP strives to ensure excellent support and successful submittal of a thoroughly reviewed proposal by sponsor deadline or target submittal date. As soon as you know of your intention or begin planning to submit an upcoming proposal, immediately notify OSP (e-mail To ensure a smooth and successful submission, the following minimum lead times (MLTs) are required to notify OSP of a proposal that has certain components/characteristics.

MLTProposal components/Characteristics
3 months:4 or more subawards; international collaborations; review by Orange Team, Hanover, or UTK Research Development Team
8 weeks:1-3 subawards
4 weeks:Federal sponsor; co-PIs from other UT campuses; cost share requirement; special approvals such as voluntary F&A reduction
3 weeks:Budget with multiple UTIA departments and /or F&A rates; includes a REC
2 weeks:One department; no subawards; no cost share; no personnel from other campuses; no special approvals; non-federal sponsor

These MLT-s apply whether UTIA is the lead institution on the proposal, or a subaward/ collaborating UT campus. If UTIA is a subaward or a collaborating campus, the MLT-s are based on the day the lead applicant needs materials, which is typically at least a week before the sponsor deadline.

Once notified, the coordinator will provide additional internal deadlines that must be met. OSP will submit a monthly report to the respective department head and associate deans of proposals for which the MLTs of notification and additional internal deadlines were not met.

Additional considerations:

  • The level of support given to proposals that fail to meet the MLTs of notification or internal deadlines will depend on the workload of the coordinator.
  • The coordinator will make every effort to assist in successful development and submittal, but proposals that adhere to internal timelines will take priority.
  • When internal deadlines are not met, the PI is responsible for any failure of the proposal to be submitted by the deadline, for the proposal being returned without review by the sponsor, or for any delays in award setup stemming from the proposal not being submitted by OSP or being submitted with limited or no OSP review.
  • If PIs cannot meet the MLTs of notification due to circumstances beyond their control, such as the RFA was just issued, explanation should be included with the notification.
  • Proposals for which notification to OSP is received less than 5 full business days before the sponsor submittal deadline will not be assigned to a coordinator or submitted by OSP unless department head and dean’s office approval is received. If approval is obtained, the proposal will be submitted with limited to no review.

UTIA faculty may supplement their UT salary through the UTIA Salary Incentive Plan (SIP). If interested in getting SIP for a project, the PI should let the OSP coordinator know at the time of the proposal. Applications will be processed at the time of the award. SIP applications can be found on the Forms page.

See Standard UTIA Info.

Our objectives are to assist faculty in the proposal preparation and submission process and to increase our competitiveness in securing extramural funding. If you have questions or concerns, please feel free to contact us.