SBS Proposal Submission Process & Timeline
SBS Proposal Submission Process & Timeline PDF (Last updated February 5, 2026)
To access the updated SBS College Business Center Contact List click here. Questions? Please reach out to either Maggie Trinkle (mtrinkle@arizona.edu) or Lacee Gonzalez (glenn2@arizona.edu).
To enable effective support for timely grant, contract, and fellowship proposal submissions, SBS has established the following timeline for applicants to work with your PreAward Business Manager and SBSRI staff and to secure required institutional approvals. If staff are given less notice, there is no guarantee that the proposal will be submitted.
Institutional approvals are required for all proposals to support work performed in your capacity as a University of Arizona employee. This is true even if the funds may ultimately be awarded to you as an individual or to an affiliated entity such as the UA Foundation.
The process and timeline outlined below assumes a proposal to a sponsor who has published a call for proposals with formal guidelines (“solicitation”), and for which funds will be awarded to the University of Arizona. The following cases may require alternative or additional approval processes and timelines. Email SBSRI (sbsri@arizona.edu) and your PreAward Business Manager for guidance prior to applying for further guidance in the following cases.
- Letter of interest, concept note, or pre-proposal (prior to full proposal). SBS pre-review of scope and potential costs and commitments is required prior to submission (even if Sponsored Projects Services review is not required).
- Prestigious Fellowships and Awards: See the SBS Prestigious Fellowships and Award Policy and Pre-Approval Form
- Grants or gifts from philanthropic foundations and industry sponsors. These may require special handling depending on requirements of the sponsor and the UA Foundation.
Required Timeline for Proposal Support (Minimum Days* Before Deadline)
Step | External Opportunities | Internal Opportunities | |
1. | PI notifies PreAward Business Manager and SBSRI of intent to submit. | 20 business days | 15 business days |
2. | PI provides finalized UAccess Research (UAR) materials for routing/ approval to PreAward Business Manager. | 8 business days | 3 business days |
3a. | PI, unit(s), and college(s) have approved the UAR proposal and it is pending with SPS. | 3 business days | N/A |
3b. | (If relevant) PI releases finalized electronic submission package to SPS. | 3 business days | N/A |
Definitions
Business day timeline: The sponsor deadline is day zero. Materials are due for each step full business days in advance, i.e. by 8am on the indicated day.
PI = Principal Investigator (sometimes called Project Director or Lead Researcher).
SPS = Sponsored Projects Services.
External opportunities: Grants, contracts, and fellowships from sponsors outside UA.
Internal opportunities: Grant or fellowship opportunities from UA entities that require a budget or institutional approval, e.g. by a business officer, unit head/director, or dean. (Note: SBSRI notification is not required for departmental competitions or most graduate student awards, e.g. from GPSC).
Notes
* These are minimum timelines needed for timely proposal support. More notice is always preferred: initiate support requests at least 2 months in advance when possible. Extra time may be required for complex proposals, e.g. those involving institutional commitments or letters, multiple institutions with subawards, international sponsors, or contract terms and conditions.
This timeline applies to SBS PIs. SBS collaborators on proposals led by other colleges should notify their PreAward Business Manager and SBSRI as early as possible so that we can align processes.
SBSRI provides additional proposal development services upon request, such as proposal strategy consultations and content review; please "SBSRI Support Services, Deadlines, and Processes" menu below for more details.
Guidance on Steps for External Proposal Submission
The PreAward Business Manager works with applicants on developing responsive budgets and budget justifications, as well as submitting research budget proposals through UAccess Research (UAR) for internal university approval prior to funding sponsor's deadline. You must work with your unit's PreAward Business Manager to complete these mandatory pre-award tasks. See drop-down items below for a step-by-step guideline.
Note: Process will be simplified for internal proposals, depending on requirements.
MINIMUM 20 BUSINESS DAYS NOTICE
The PI should email both their PreAward Business Manager and SBSRI (sbsri@arizona.edu) about their intent to submit a proposal. The message should include at a minimum:
The sponsor deadline.
Solicitation materials (link or attachment). This may be referred to as call or request for proposals (CFP/RFP); notice of opportunity (NOO), etc.
If known: The identities and roles of project collaborators (e.g. co-I’s, key personnel).
Within 5 business days of notification:
The PreAward Business Manager will follow up with the PI to schedule time to work together to develop the budget and UAR materials.
SBSRI staff will review the solicitation to identify additional nonbudgetary requirements (e.g. limited submission, letters, nonfinancial terms) and will follow up with PI and business center to provide guidance or confirm there are no additional requirements.
MINIMUM 8 BUSINESS DAYS NOTICE
The researcher must provide the PreAward Business Manager with the following information in final form for required routing in UAccess Research (UAR), the university’s internal approval system.
Project title
Project start and end dates
Project abstract/summary
Budget and budget justification
Final documents for any subawards
PI/Co-I distribution of credit and F&A
Any other documents requiring organizational review or signature.
Within 3 business days of receipt of finalized routing materials:
The PreAward Business Manager will generate the UAR and initiate electronic routing for review and approval by PI, unit, and college approver(s).
The PreAward Business Manager and PI will track UAR progress and address any needed revisions.
MINIMUM 3 BUSINESS DAYS NOTICE (see also, Sponsored Projects Services' Three-Day Deadline)
The UAR must be pending Sponsored Projects Review. This means the UAR has been routed and approved through all prior levels: PIs/co-Is, units/departments, and colleges.
(If relevant) Electronic proposal submission packages (grants.gov, research.gov, etc.) must be released in final form to sponsored projects.