Proposal Submission
Cayuse 424 is used to electronically route all documents requiring review and/or signature by the OSP. Log in to Cayuse SP using your net ID and password.
Proposals must be fully routed, finalized, and approved in Cayuse at least five business days before the sponsor's submission deadline.
The UT Health Science Center has an institutional responsibility to verify the accuracy, validity, conformity, and eligibility of applications submitted to sponsors. Having proposals fully routed with finalized documents and approved in Cayuse, within 5-business days before the sponsor’s submission date ensures the OSP has sufficient time to review and certify that proposals meet both sponsor and institutional policy requirements.
Proposals that do not adhere to the deadline requirements will not be submitted except under extenuating circumstances.
5 BUSINESS DAYS BEFORE SUBMISSION
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- Proposals must be fully routed, finalized, and approved in Cayuse and received by the OSP at least 5 full business days before the sponsor’s submission date.
- The 5-business-day period is calculated from the start of the business day and must consider Health Science Center closures.
- No changes initiated by the PI or research team are allowed after this deadline. Only OSP-requested changes will be accepted, and these must be finalized one business day before the submission deadline.
10 BUSINESS DAYS PRIOR PREPARATION
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- To help meet the 5-day deadline, provide non-technical, financial, and supplemental documents to the department administrator at least 10 business days before submission.
- Non-Technical information includes items such as identifying need for collaborator documents (subcontracts, consultants, etc.); adequate facility access; activities that do not appear to have been budgeted for; applicable FERPA requirements; indicators of research compliance needs like export control, human or animal subjects, bio-safety etc.; verifying portals will accept files are prepared, section headers; etc.
- Supporting documentation includes biosketches, current and pending support forms, facilities statements, budget and budget justification, letters of commitment or support from external collaborators, subcontract and consultant commitment forms, project management plans, data sharing plans, postdoctoral mentoring plans, etc.
- This allows the Department Administrator to begin the review, while also allowing investigators to continue to edit technical documents.
LATE PROPOSALS
- Proposals that miss the required submission, routing, and approval deadlines will not be submitted except under extenuating circumstances determined by the appropriate College Dean and the Vice Chancellor for Research.
- Requests to vary from the 5-business day requirement must include a justification and come from the College Dean (or delegate) to the Vice Chancellor for Research (or delegate).
QUESTIONS? Visit our below FAQs about submission deadlines.
UTHSC is registered in eBRAP. Investigators requiring new access to eBRAP for proposal
submission to DOD funding opportunities should set up an account in eBRAP and request
affiliation to UTHSC. Search for “Tennessee, University of, Health Science Center”.
The Pre-Award team will be automatically notified of your affiliation request.
DOD pre-applications do not require institutional approval or signature. PIs can
submit them directly in eBRAP. Please ensure UTHSC is identified as the institution
(listed as “Tennessee, University of, Health Science Center" in menu) and select "Brenda
Murrell" as the Business Official.
Incorrect assignment of a pre-proposal can result in issues and delays. Full applications must be submitted using Cayuse SP to allow for institutional review, approval, and submission.
Individual investigators DO NOT need to register with grants.gov. UTHSC is already registered, and the "AOR" is Brenda Murrell. The UTHSC UEI is X1M1PN3KG3E7 and the DUNS# is 94-1884009. Pls submitting proposals to the NIH need to be registered in NIH Commons. Funded Pls who have applied for NIH grants, or who are NIH reviewers, may already be registered.
If you do not have an eRA Commons ID or if you need to affiliate an existing ID to UTHSC, complete the eRA Commons ID request form and submit to your departmental grants administrator. After review, they should submit your request to egrants@uthsc.edu. If you have any trouble accessing eRA Commons with a UTHSC-affiliated ID, email egrants@uthsc.edu.
Proposals submitted via Proposal Central must be routed through Cayuse for internal routing, review, and approval prior to the sponsor’s deadline. A full, finalized PDF of the Proposal Central forms must be attached to the Cayuse SP.
Proposal Central registration can be completed by the investigator and does not require institutional approval.
Applications made via Proposal Central should identify the following individuals for the following common proposal roles:
Grants Officer/ Business Official/ AOR: Brenda Murrell Associate Vice Chancellor for Research (bmurrell@uthsc.edu)
Fiscal Officer: Raaj Kurapati, Executive Vice Chancellor for Finance and Administration and Chief Operating Officer (rkurapat@uthsc.edu)
Technology Transfer Officer: Tinieka Thrailkill, University of Tennessee Research Foundation (ttriple2@uthsc.edu)
When a PI at UTHSC intends to act as a subrecipient on a sponsored project from an external institution, they may need to submit a Letter of Intent or Subrecipient Commitment. In these instances, a Cayuse proposal should be prepared and labeled with the following: Proposal Type: Letter of Intent/Preliminary Proposal; Instrument Type: Subaward – Money In. This proposal must be routed through the appropriate departmental, college, and OSP for approvals. OSP requires all proposals be submitted at least 5 full business days before the sponsor's deadline. It's important to obtain OSP authorization before sharing any internal information with the external institution. The request for a Letter of Intent (or subrecipient commitment) should include a statement of work from the UTHSC PI, a detailed budget, a detailed budget justification, biosketches of key personnel (if required by the funding opportunity), and a completed subrecipient commitment form.
Institutions that are full members of the Federal Demonstration Partnership (FDP) can use the FDP Subrecipient Letter of Intent or Commitment Form. External institutions may also request UTHSC to use its own internal subrecipient commitment form, which is usually sent to the UTHSC contact working with them. Either form is acceptable. If a subrecipient arrangement is proposed with a non-FDP institution, a standard incoming Subrecipient Commitment form is typically fine.
FAQs
