Before the Budget Office can approve a proposal for submission to a sponsor, the PACUR (if required) must be approved. For proposals requesting funding, at least one budget must be selected as the final budget. The final proposal documents will be routed to the Budget Office by the Lab/Division/Program in the state “Budget Office Approval”. The instructions for the submission types follow:
Hard Copy Submissions
The Budget Office will review the proposal documents and request changes where appropriate. When complete, the Budget Office will process the transmittal/cover letters and upload the signed document to the Proposal Attachment field 11.9 "Signed Transmittal Letter". Only the Budget Office has edit abilities at this time in the proposal forms. Should any documents need to be updated, the Budget Office will perform this task.
The NCAR Budget Office generates and signs the transmittal/cover letter.
The UCP Budget Office coordinates with the programs to receive the generated transmittal/cover letter if it has not already been provided. The cover letter is signed by the UCP Budget Office.
The Budget Offices will execute the activity “Issue Budget Office Approval of Proposal” to officially approve the proposal. Within this activity form, the Budget Office will use the Comments section to advise that the transmittal letter has been signed and uploaded and the Lab/Division/Program can now email the package to the sponsor. These comments will be viewable in the notification. The PI, PA and AST receive the notification that the Hard Copy/Email proposal has been approved.
The Lab/Division/Program PI, PA or AST will then be responsible for submitting the hard copy package.
The Lab/Division/Program will generate the final submission package using the “Create Manual Submission Package” tool. This will bring in the signed transmittal/cover letter the Budget Office uploaded.
The Lab/Division/Program will submit the package to the sponsor.
It is the responsibility of the Lab/Division/Program PA or AST to execute the activity “Proposal Submitted to Sponsor” and complete the information required in the activity form.
The Lab/Division/Program is able to execute the non-transitional activity “Submission Package Update” to update or change the package submitted to the sponsor.
The proposal will enter the state “Proposal Submitted to Sponsor”. The PI, PA, AST and BO will receive a notification that the proposal has been submitted to the sponsor.
Hardcopies of the NSF 1030 Budget Form will be processed outside the system. The Contracts Office will sign the 1030 after review and return to the PI, PA, AST, and BO. The BO will attach the signed 1030 to the system.
NSF FastLane Submissions
The Budget Office reviews the proposal documents and requests changes where appropriate. When ready, the Budget Office will review the final package in FastLane.
The Budget Office will then submit the proposal in FastLane prior to issuing approval in the system. This is so the notification for “Issue Budget Office Approval of Proposal” can be used to notify the Contracts Office that they need to complete the certifications.
The Budget Office would then immediately execute the activity “Issue Budget Office Approval of Proposal” to officially approve the proposal.
The notification from this activity will alert the PI, PA and AST that the Budget Office has approved and submitted the proposal. This will also notify Contracts Office the proposal has been submitted and to complete the FastLane certification.
The Contracts Office will email the Budget Office (CCing PA, AST, etc) outside of the system when certifications are completed.
It is the responsibility of the Budget Office to execute the activity “Proposal Submitted to Sponsor” and to complete the information required in the activity form, including adding the tracking number, date submitted, and uploading the final package.
If necessary, any user could execute the non-transitional activity “Submission Package Update” if they need to update or change the package submitted to the sponsor.
The proposal would enter the state “Proposal Submitted to Sponsor”. The PI, PA, AST and BO will receive a notification that the certifications have been completed.
Non-NSF Electronic Submissions
The Budget Office will review the proposal and the online package. When complete, the Budget Office will then execute the activity “Issue Budget Office Approval of Proposal” to officially approve the proposal. The notification from this activity will alert the PI, PA and AST that the Budget Office approved the proposal and notify the Contracts Office that the proposal package is now ready to be reviewed and submitted. These comments will be viewable in the notification.
The Contracts Office will review the proposal and can request changes per the workflow if needed.
The Contracts Office will execute the activity “Proposal Submitted to Sponsor” and complete the information required in the activity form, including adding the tracking number, date submitted, and uploading the final system generated package.
If necessary, any user could execute the non-transitional activity “Submission Package Update” if they need to update or change the package submitted to the sponsor.
The proposal will enter the state “Proposal Submitted to Sponsor”. The PI, PA, AST and BO will receive a notification that the proposal has been submitted to the sponsor.