Working With Pre-Award

Monthly Spotlight

September 2026

Routing & Email Contact Guidelines

To prevent delays, route requests to the correct ORSP email address based on the specific need:

• Proposal Development & Questions: Email [email protected]
  • Use for: Questions regarding proposal preparation and submission during the development phase.
  • Alternative: Post a comment directly on a 1.2 Proposal PAF addressed to Central Office/Interested Parties [First Name: ORSP | Last Name: Pre-Award Triage]
• Intake, Routing & Assignment: Email [email protected]
  • Use for: Submitting items that require initial ORSP receipt, review, or internal assignment.

Best Practices & Reminders

• Direct Contact: If an ORSP Project Representative (Officer) is already assigned to a PAF, AWD, or agreement, contact them directly.
• Email Details: Always include the PI Name, Sponsor, Project Title, PAF/AWD Number (if available), Deadline, and a brief issue summary.
• Avoid Duplicates: Do not cross-post requests to both mailboxes unless explicitly instructed; sending duplicate messages slows down processing times.

Submission Deadlines vs. Target Dates

A Submission Deadline is the date by which a proposal must be submitted to the sponsor in order to meet the sponsor’s published deadline and remain eligible for funding consideration. For electronic submissions, this is typically the same date as the sponsor’s deadline.

When a Submission Deadline is entered on the PAF, U-M’s proposal submission deadline policy applies. The amount of time between ORSP’s initial receipt of the final proposal and approved PAF and the sponsor deadline determines the level of service ORSP can provide.

A Target Date is the date by which the PI or project team would like ORSP to complete its work, such as submitting a proposal​. Unlike a Submission Deadline, a Target Date is optional and reflects a preferred completion date rather than a required sponsor deadline. A Target Date may be entered along with a Submission Deadline or used on its own.

In short: the Submission Deadline is tied to the sponsor’s required deadline, while the Target Date reflects the project team’s preferred timeline for ORSP completion. If there is written documentation of the sponsor’s deadline, it should be uploaded to the PAF. If the deadline was confirmed verbally and no written documentation is available, that information should be noted in the instructions to ORSP in PAF section 6.2.3.

Documenting Sponsor Deadlines

• Written Proof: Upload official sponsor documentation directly to the PAF.
• Verbal Confirmation: If no written documentation exists, explicitly state the confirmed deadline in the PAF Section 6.2.3 instructions to ORSP.

Key Administrative Requirements & Common Pitfalls

PAF in “Awaiting Final Proposal” State
When a PAF is in “Awaiting Final Proposal” status, it has not reached ORSP. ORSP cannot push back or edit PAFs in this state. If edits are needed, contact the unit/school/college administrator and request they PAF be pulled back or returned.

Organizational Conflicts of Interest (OCI)

When a solicitation contains OCI requirements, the Principal Investigator (PI) must complete the Supplemental Disclosure for OCI on behalf of themselves, the project team, and their immediate family members.

• Timing: Complete this form as soon as the PAF record is generated.
• Workflow: The COI office reviews the disclosure, makes a determination, and issues an approval document.
• Requirement: The COI approval document must be attached to the PAF before routing to ORSP. PAFs missing this determination will be returned with a required change, using delays.
• For more information, visit the Conflict of interest disclosure section on the Processing Proposals page.

U-M Subrecipient Commitment Form

All outgoing subawards on PAFs require a current U-M Subrecipient Commitment Form (which replaces the former Subrecipient Statement of Collaborative Intent).

Note:

• A completed form is required for each proposed subrecipient.
• The form must be signed by the subrecipient’s authorized organizational representative.
• PAFs will be returned for required changes if the form is missing, which could delay proposal review and submission.
• Project teams should request the completed form as early as possible.
• For more information, visit the Working with Subrecipients/Subrecipient Forms page.

Required Budget Justification Language

Project teams are reminded to include the appropriate ​budget justification language in proposal materials when required. While this is not a new requirement, project teams should review the guidance carefully to ensure the language is included in the correct location or omitted only when appropriate.

Sponsor-Specific Guidance

• For DOE projects (direct or prime) requiring a budget justification workbook, the language should be included on the “Instructions and Summary” tab in the “Additional Explanations” section.
• For NIH budgets or solicitations that require only specific budget categories (e.g., modular, R35), include the paragraph in the “Facilities” document.
• For NASA (or other sponsor) solicitations that require an anonymized or redacted budget justification that does not identify the proposing entity, ​an alternative language is provided for use.
• If a budget justification document is not being sent to the sponsor (some foundations do not require one), the paragraph does not need to be included in the proposal.
• For full details, visit ORSP’s guidance page on New Budget Justification Language.

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