PSU Proposal Review and Approval

Process for Securing Approvals

The Proposal Internal Approval Form (PIAF) is a tool to document PSU's approval of the proposed project and documentation of institutional commitments.  

The following documents should be routed with the PIAF for approval:

• Project narrative: A draft version is acceptable until final version is available; however, a final version must be filed with SPA within one week of submission to the sponsor. SPA must have a copy of the full proposal in order to process the award or any pre-award spending requests.

• Detailed budget: A detailed internal budget is required for all proposals, even when the sponsor does not require one. If the sponsor requires a specific budget format, a separate internal budget may also be necessary to provide the level of detail required for institutional review and approval.

• Budget justification: The budget justification must explain the project-specific need for each proposed cost, the basis for determining the amount requested, and why the expense is necessary and appropriate to accomplish the proposed work. It should provide sufficient detail to evaluate the reasonableness and allowability of the costs, rather than simply repeating or listing the items included in the budget. 

• All sponsor required forms, assurances and certifications (check sponsor guidelines for requirements)

• Cost-sharing budget: Cost sharing should only be proposed when required by the sponsor and must be explicitly identified, budgeted, and approved by the appropriate department, college, or institutional authority before submission. Voluntary cost sharing is strongly discouraged and should not be included without prior consultation with SPA and approval from the units responsible for the commitment. Investigators should carefully review proposal budgets, narratives, and supporting documents to avoid inadvertently committing faculty effort, personnel, facilities, equipment, or other institutional resources. Any proposed cost sharing, whether required or voluntary, must be disclosed and approved before submission.

• Subrecipient Commitment Form(s), if applicable.

Roles and Responsibilities of Reviewers

A completed Proposal Internal Approval Form (PIAF) with all required approvals must be received by SPA before a proposal is submitted to the sponsor. Each signature represents review and approval within the signer's area of responsibility, including authorization of applicable resources and commitments, not simply acknowledgement of the proposed submission. 

Principal Investigator and co-Investigator(s): Confirms responsibility for the accuracy and completeness of the proposal, including identification of proposed resources and commitments; responsibility for the scientific and technical scope of work; willingness to prepare required technical reports; and responsibility for managing the resulting award in compliance with sponsor requirements and University policies and procedures.

Chair/Director: Reviews and approves the proposed project for alignment with departmental or unit priorities, activities, and capacity; the appropriateness of the investigator's role and responsibilities; and the feasibility of the proposed work. Approval includes authorization of departmental or unit resources and commitments, including personnel effort, faculty release time, teaching or workload adjustments, staffing, space, facilities, equipment, financial contributions, cost sharing, and any other resources necessary to support the project.

Dean: Reviews and approves the proposed project for alignment with college priorities, activities, and capacity. Approval includes authorization of college-level resources and commitments, as well as oversight of departmental commitments that may affect college personnel, budgets, operations, facilities, or other resources. The Dean confirms that the proposed commitments are appropriate, feasible, and supportable within the college.

Sponsored Projects Administration (SPA): Reviews proposals for compliance with applicable sponsor requirements, University policies, and relevant regulatory requirements; evaluates proposed budgets and institutional obligations; and verifies that appropriate departmental, college, and other institutional approvals have been obtained. SPA provides final budget approval and authorized institutional approval and submission of proposals on behalf of PSU.