Proposal Submissions

Purpose

To provide clear, standardized instructions for Principal Investigators (PIs) who do not have a dedicated College/School Research Administrator, ensuring that proposals are routed, reviewed, and submitted in compliance with institutional policy, sponsor requirements, and Uniform Guidance (2 CFR 200).

Who Should Use This Guide

  • PIs in units without a designated research administrator
  • Faculty submitting proposals independently for the first time
  • Department staff assisting with proposal preparation

Pre-Submission Reminder

All proposals must be routed and approved in Cayuse before submission to any sponsor, regardless of sponsor type (federal, nonprofit, industry). This ensures: 

  • Internal review and institutional approval before commitment
  • Compliance with 2 CFR 200.308, 200.403–405, and Howard University policy
  • Proper budget review and F&A rate application
  • Conflict of interest (COI) and other compliance checks 

Failure to properly route a proposal in advance:

  • Delays timely submission,
  • May result in compliance review holds,
  • Violates 2 CFR 200.308 and internal institutional policy,
  • May jeopardize cost allowability under Uniform Guidance

Step-by-Step: Submitting a Proposal Without a College RA

Step 1: Submit a Ticket Immediately Upon Intent or Invitation

As soon as you become aware of your intention to submit — or are invited to submit — a proposal:

1. Go to the ticketing system: https://ticketingresearch.howard.edu/ticketingsystem/ 
2. Select: New Ticket > Preaward > Proposals > Assistance with Proposal Submission 
3. In the Short Description field, enter:

  • Sponsor Name
  • Proposal Due Date (Example: “NSF – Proposal Due 10/15/2025”) 

4. In the Comments field, include: 

  • Any relevant background or special instructions
  • Links to online application portals (if applicable) 

5. Attach all relevant documents, including: 

  • PDF copy of the full solicitation or invitation (not just a link)
  • Draft scope of work or technical narrative (if available)
  • Budget draft or notes (if available)

Why PDF the solicitation? 

  • Provides SPO with a static, unchanging version in case the sponsor updates or removes the online posting.
  • Ensures all requirements, forms, and deadlines are preserved exactly as published.
  • Supports compliance review, budget alignment, and negotiation if funded. 

If your proposal involves subrecipients: 

  • Build in additional preparation time to gather and review subrecipient materials.
  • Proposals that include subrecipients require budgets, budget justifications, statements of work, and signed commitment forms from each partner organization.
  • You will need to ensure you provide the contact information for the sub organization in your ticket

Step 2: Communication and Document Sharing

  • The ticket will serve as your primary source of communication with SPO and your central location for document sharing.
  • Depending on project complexity, the SPO team may create a shared folder for easier document exchange; this will be communicated in the ticket

Step 3: Submit Your Budget Early

  • Submit a draft budget as early as possible.
  • The budget is the core of all proposals — it drives the scope, required approvals, and compliance checks.
  • Once the budget is reviewed and approved, the SPO team will advise:
    • hat additional internal approvals are required (if any)
    • When you are ready to route in Cayuse

Step 4: Managing Drafts vs. Final Documents

  • Draft documents: Upload to the ticket or shared folder for review and iteration.
  • Final, approved documents: Upload to Cayuse when ready for routing.
  • This preserves the integrity of the official record in Cayuse while allowing collaborative work in other platforms.

Step 5: Routing, Signatures, and Submission

  • When the Cayuse record is routed and approved internally, SPO will submit the proposal on your behalf or partner with you for submission, depending on the solicitation’s requirements.
  • If there are documents requiring signature:
    • The proposal team will determine which require AOR signature and which may be authorized for PI or delegated signature to support a timely submission.
    • Considering the variety of reasons additional approvals or signatures may be required (e.g., cost share commitments, subaward agreements, institutional certifications), early ticket notification is vital to allow time for review and processing.
  • Only the Authorized Organizational Representative (AOR)/SPO can sign proposals or related certifications that bind Howard University

Best Practices

  • Submit your ticket as soon as you know you will apply — early engagement ensures the best outcome.
  • Allow at least 3 weeks before the sponsor deadline whenever possible.
  • Keep all correspondence and documents organized in the ticket or designated shared folder.
  • Communicate promptly if the solicitation or requirements change.