The University of Iowa

Proposal Preparation and Routing

  1. Introduction
  2. Project and Budget Development
  3. Application Form Information
  4. UI Routing Policy and Procedure
  5. UI Routing Forms

a. In​troduction

The UI has established a set of policies and procedures to guide the sponsored project proposal submission and award acceptance processes, as outlined in the following sections.

Back to top

b. Project and Budget Development

University of Iowa faculty, staff, and students may seek funding from a variety of governmental and private organizations, proposing projects that complement the UI mission and/or support its operations. Applicants must carefully review all available guidelines to ensure a complete application in accordance with sponsor requirements. Applicants must also review and abide by any applicable UI policies and procedures. Additional information to aid this process is available through the DSP  Proposal Preparation & Submission site.

Each sponsor/program carries specific budget guidelines. Examples of major budget categories, which may or may not be allowable in any given case, include the following:

Additional information is available through the DSP  Budget Preparation Information site.

Back to top

c. Appl​ication Form Information

Forms frequently require the UI's Entity Identification Number, Facilities & Administrative Cost rates, tax status, Animal Welfare/Human Subjects compliance information, and other registrations, codes, and credentials. Applicants may access this type of institutional information through the DSP  Frequently Needed Information site.

Back to top

d. UI Routing P​olicy and Procedure

The University of Iowa requires its faculty, staff, and students to route external funding requests and related documents through departmental, collegiate, and central institutional channels (i.e., the Division of Sponsored Programs) for review and approval prior to submission to an external funding source. This requirement applies, with few exceptions, to all preliminary, new, renewal, revised, and supplemental grant and fellowship applications, contract and subaward proposals, and non-monetary agreements, and extends to corresponding budget revisions, personnel changes, progress reports, and all other pre- and post-award adjustments involving financial issues, effort concerns, and/or a commitment of university resources. Note that the routing requirement is in force whether the document requires an institutional signature or not, and applies universally to:

  • All types of awards, whether a grant, fellowship, or contract;
  • All types of application systems, whether paper or electronic; and
  • All types of external funding sources, whether governmental, nonprofit, or commercial.

All applicants should review the information provided in the UI Routing Policy and Procedure to ensure awareness of, and adherence to, the UI routing requirements.

Back to top

e. UI Rou​ting Forms

The UI routing procedure includes an official form that gathers critical information on the proposed sponsored project. To accommodate the range of external funding submissions that must pass through University channels for review and approval, the UI has adopted two basic types of routing forms:

  1. The UI Proposal Routing Form is the main routing form used in relation to sponsored project funding applications, including grant applications for research, equipment, institutional training programs, and curriculum development projects; contract and subaward proposals and agreements; individual fellowship applications; revised budgets; and requests for a change in principal investigator.  
  2. The MTA & Non-Monetary Agreements Routing Form is an abbreviated form for use with certain types of agreements that do not involve a monetary exchange. Such agreements include incoming Material Transfer Agreements to allow the University to receive materials from another party, as well as Confidential Disclosure Agreements, Data Use Agreements, and Equipment Loan Agreements.

Applicants must complete the appropriate routing form through UIRIS and route the form, electronically or on paper, to obtain the required approvals. The form must be approved in Workflow or an ink signature by the principal investigator, departmental executive officer, and collegiate dean. In approving the Routing Form the parties are attesting to accuracy of the information provided on the form, the value of the project in relation to the departmental and institutional goals, the availability of the resources, their awareness of and willingness to accept their respective roles and responsibilities. For additional information on project-related responsibilities, please see  Section 10: Project Management Roles and Responsibilities.

As the final step in the routing process, the approved UI routing form and associated documents must reach the Division of Sponsored Programs for the final review and authorization. Certain individuals within DSP hold delegated authority to review and authorize sponsored project applications and related materials, acting for the Vice President for Research.

Back to top